Job Description

Academic Affairs Specialist

The University of Chicago's Biological Sciences Division (BSD), Office of Academic Affairs, seeks an Academic Affairs Specialist. This position would provide support for the lifecycle of academic appointees, including recruitment, onboarding, appointment, reappointment, and promotion, as well as leaves, retirements, and other departures. As the quality of our faculty and other academic appointees is key to our stature as a University and Medical Center, the position is critical and challenging - but rewarding. We seek applicants who can master the intricacies of academic affairs, handle multiple tasks and daily learning, interact cordially with diverse stakeholders while encouraging compliance with pertinent policies, respect confidentiality, and communicate helpfulness and understanding.

Responsibilities include:

• Responsible for the drafting, review, assembly, and submission of materials for higher-level review in support of divisional appointive actions.
• Processes job postings for academic positions through Interfolio, ensuring compliance with relevant policies and procedures.
• Works with departments on the preparation of offer letters, visitor agreements, and related documentation for academic appointees and visitors.
• Coordinates review and feedback on search and appointment materials through Interfolio, ensuring accuracy, completion, and compliance with relevant policies and procedures.
• Processes visa materials, working with the University's Office of International Affairs.
• Approves Workday new hire/onboarding tasks and/or other tasks as assigned.
• Coordinates review and feedback on reappointment and promotion materials through Interfolio, ensuring accuracy, completion, and compliance with relevant policies and procedures.
• Provides support for survey data collection and presentation as well as case distribution for faculty cases provided to the Committee on Appointments and Promotions.
• Serves as a resource to departmental academic affairs staff and departmental administrators as well as faculty and faculty administrative leaders on University policy and process matters and on BSD's academic guidelines. Resolves problems or questions referred by program staff, University administrators, or other contingencies.
• Utilizes oral and written communication skills to promote and ensure efficient processing compliance.
• Contributes to process improvement as an advocate for client departments, the Office of Academic Affairs, and the division.
• Drafts correspondence on academic appointee matters on behalf of OAA Deans.
• Organizes and manages divisional electronic files, databases, and website for efficiency and improved user experience.
• Maintain appropriate confidentiality.
• Writes reports and expands knowledge and experience in areas within and adjacent to role.
• Assists with managing the day-to-day operations of faculty affairs programs with a moderate level of guidance.
• Serves as a resource for program information. Resolves problems or questions referred by program staff, University administrators, or other contingencies.
• Gathers and analyzes data for possible solutions for faculty-related issues. Writes reports and expands knowledge and experience in areas.
• May process job postings for faculty and other academic appointments.
• Performs other related work as needed.

Minimum qualifications include a college or university degree in a related field and 2-5 years of work experience in a related job discipline. Preferred qualifications include university administration and/or academic affairs experience, experience with academic recruitment processes, and proficiency with MS Office Suite: Word, Excel, Outlook, and HR management systems, e.g., Workday, Interfolio.

Preferred competencies include communicating University and divisional procedures and policies tactfully and clearly, learning proprietary University database and HR systems, planning, organizing, problem-solving, and prioritizing independently and successfully, excellent written and oral communications skills, strong attention to detail, and maintaining confidentiality.

The working conditions for this role are an office environment. Application documents required include a resume and a cover letter (preferred) must be uploaded via the My Experience page, in the section titled Application Documents of the application.

The job family is Academic Affairs, and the role impact is an individual contributor with 40 scheduled weekly hours. Drug test, health screen, and motor vehicle record inquiry are not required. The pay rate type is a salary, with a pay range of $60,000.00 - $90,000.00. The role is benefits eligible and exempt under FLSA status.

Job Tags

Similar Jobs