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Academic Affairs Specialist

The University of Chicago

Job Description


Department
 

BSD ACC - Administrative Staff


About the Department
 

The Academic Affairs department within the Biological Sciences Division (BSD) of the University of Chicago provides HR support to BSD administrative and operational leaders for over 2500 staff and approximately 1000 Faculty in mission critical research positions. The Academic Affairs Specialist will support faculty and postdocs with a designated department such as Anesthesiology, Neurology, Pathology, etc. The Biological Sciences Division (BSD) is the largest unit of the University. Established in 1930, the BSD is comprised of faculty from the clinical and basic sciences. In this unique academic community, a unified division delivers undergraduate, graduate, medical, and postgraduate education in the biological sciences together with outstanding patient care and world-renowned research. The BSD currently includes approximately 135 faculty in the 10 basic science departments, over 800 faculty in 13 clinical departments, and 2400 staff members. The BSD includes the Pritzker School of Medicine (PSOM), approximately 24 academic units, degree-granting committees, and research centers and institutes. The BSD is located on the University's main campus in Hyde Park, 20 minutes south of downtown Chicago.


Job Summary
 

The Academic Affairs Specialist effectively manages the academic appointment processes for all faculty and other academic personnel in the Biological Sciences Division. The main components of the position are to oversee the administration of faculty and all academic recruitment, their life-cycle events (e.g., leaves), manage requests, and serve as the subject-matter expert to department leadership and staff colleagues.
Oversees, coordinates, monitors, and audits all faculty and other academic appointee records and related business systems (e.g. Interfolio, Workday). The Academic Affairs Specialist regularly communicates and interacts with faculty and staff regarding deadlines, system procedures, and other important information to support timely completion of workflow steps in new-hire, reappointment, promotion, and tenure cases. Works closely with other administrative units on campus such as the BSD Office of Academic Affairs, Benefits Office, Payroll Services, the Medical Staff Office, and the Office of International Affairs, etc. to provide timely and complete information about BSD academic affairs and personnel management issues for the Biological Sciences Division.
Plays a leadership role in assuring that personnel and payroll processing within the Academic Affairs area of the Department of Pediatrics complies with policy and serves the needs of management and employees. Responsible for directing the Academic Affairs function of the department and for assuring that department remains in compliance with state and federal laws, as well as the policies and procedures of the Office of the Provost and the University of Chicago Medicine for academic employment issues.
Serves as a liaison to the Dean's Office, University Human Resources, UChicago Medicine Human Resources, faculty, and Section Administrators for all academic affairs issues. Provides guidance and assistance and represents departmental issues in a positive and vigorous fashion to the Division and the University. Works to continually improve the processes associated with academic affairs. Coaches section chiefs and section administrators on supervisory, interviewing, and selection methods and techniques for academic personnel to ensure compliance with processes and procedures established by the Office of the Provost.
This position will be eligible for flexible work arrangements (e.g. flex schedule, remote work) pending periodic performance evaluations.

Responsibilities

  • Ensures the procedural integrity of all academic reviews, including initial appointment, reappointment, and promotion, as well as leave of absence, retirement, resignation, and termination of academic appointees; manages all these processes.

  • Assumes comprehensive responsibility for the review, assembly, and submission of materials in support of departmental appointive actions.

  • Onboards faculty, other academic appointees, postdoctoral researchers, and academic visitors, including coordination of privileging with the University of Chicago Medical Center's Medical Staff Office.

  • Processes visa materials, working with the University's Office of International Affairs.

  • Serves as a resource to faculty and faculty administrative leaders on University policy and process matters and on BSD's academic guidelines.

  • Utilizes oral and written communication skills to promote and ensure efficient processing and compliance.

  • Contributes to process improvement.

  • Drafts correspondence on faculty and other academic appointee matters on behalf of the department chair and/or section chiefs.

  • 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.

  • Performs other related work as needed.


Minimum Qualifications
 

Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Education:

  • Bachelor's degree.

  • Advanced degrees and/or advanced training/certification in academic or general HR.

Experience:

  • Work experience in a post-secondary academic, healthcare, non-profit, or equivalent setting.

  • Prior experience in working with faculty and/or academic appointees, especially in a faculty/academic affairs role.

  • Experience using HR management systems, such as Workday.

  • Supervisory experience strongly preferred.

  • Demonstrated experience analyzing and synthesizing needs and implementing policies and programs.

Preferred Competencies

  • Ability to identify and resolve complex problems and generate alternative solutions and consensus from diverse constituents.

  • Experience overseeing quality-control for detailed records, demonstrated excellence with accuracy and attention to detail.

  • Demonstrated experience handling highly confidential and sensitive materials and situations.

  • Competence to manage multiple priorities and respond effectively with limited guidance.

  • High degree of organization and follow-through.

  • Excellent written communication skills.

  • Excellent interpersonal and customer service skills.

  • Ability to handle sensitive and confidential situations and information with absolute discretion.

  • Ability to maintain a calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.

  • Excellent problem-solving skills.

  • Experience working in a complex organizational structure.

  • Flexibility and adaptability; ability to work collaboratively and patiently with a wide range of people, cultures, and units.

  • Ability to work independently and with minimal direction.

  • Working knowledge of employment regulations and typical human resources procedures.

  • Proficiency with Microsoft Word and Excel; willingness and ability to learn new technology.

Working Conditions

  • This position will be eligible for flexible work arrangements (e.g. flex schedule, remote work) pending periodic performance evaluations.

Application Documents

  • Resume (required)

  • Cover Letter (required)



When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application.



Job Family
 

Academic Affairs


Role Impact
 

Individual Contributor


FLSA Status
 

Exempt


Pay Frequency
 

Monthly


Scheduled Weekly Hours
 

40


Benefits Eligible
 

Yes


Requires Compliance with University Covid-19 Vaccination Requirement
 

Yes


Drug Test Required
 

No


Health Screen Required
 

No


Motor Vehicle Record Inquiry Required
 

No


Posting Statement
 

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward .
The University of Chicago is an Affirmative Action/ Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.


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