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Assistant Director, Faculty Affairs

Job Description


Department
 

PSD Mathematics: Administration and Staff


About the Department
 

The Department of Mathematics at the University of Chicago is one of the most exciting places in the world to do mathematics. We have over 30 tenured and tenure-track faculty working in areas as various as combinatorics, algebraic geometry, number theory, pure and applied analysis, representation theory, probability, geometry, topology, dynamical systems, logic, and financial mathematics, along with a similar number of Dickson Instructors. The research environment in the department is very lively, with seminars meeting virtually every day of the week and a constant stream of visitors. In addition, the department hosts regular colloquia, and several annual lecture series. We offer our different undergraduate programs of study (B.S. in Mathematics, B.A. in Mathematics, B.S in Applied Mathematics, B.S. with a specialization in Economics), a Minor in Mathematics, and we collaborate with the Departments of Computer Science and Statistics to offer a B.S. in Computational and Applied Mathematics. Typically, around 10% of graduating seniors in the College graduate with degrees in mathematics.


Job Summary
 

Reporting to the Department Manager, the Assistant Director, Faculty Affairs in mathematics is the point of contact for academic hiring and ensuring compliance with University and Federal guidelines. As a member of the Mathematics team, the Assistant Director, Faculty Affairs works closely with Mathematics leadership and staff to support the math faculty and overall operation of the program. This individual will manage operational and tactical details within the Department, provide key operational support for Faculty Affairs, and will coordinate activities and functions with internal and external constituents.

Responsibilities

  • Manages the overall administration of the faculty hiring process, including job postings, approvals, Interfolio management, ad placement and tracking of candidates through the process.
  • Manages all Mathematics faculty reappointments, including managing the timeline, gathering all necessary information and documents and putting the cases together for submission.
  • Provides comprehensive advanced administrative support to the Departmental Manager and senior leadership for a diverse set of activities.
  • Assists leaders in executing the Math Department’s strategic priorities; develops systems to monitor and track progress toward achieving our strategic objectives.
  • Supervises Business Coordinators and collaborate with other Departmental staff to ensure all duties and responsibilities are executed timely and accurately. Serves as back-up when needed.
  • Provides practical oversight for the search, appointment and reappointment of all postdoctoral fellows and scholars within the department.
  • Assists the hiring committee with candidate communications and scheduling. Requests letters of recommendation. Assembles cases for submission to the Department Manager, PSD and Provost’s office.
  • Serves as the departmental liason to the PSD Dean’s office, Office of International and other units across campus.
  • Collaborates with Department Manager on annual merit increase process for faculty.
  • Troubleshoots complex matters related to faculty affairs including faculty wellness, visa questions, and other concerns identifying when to escalate the issue to leadership within the department, division, or University.
  • Oversees departmental communications, including website, newsletter, social media, and other forms as required
  • Represents the Chair, Institute, and University well in all internal and external verbal, written, and in-person correspondence. Builds relationships with a diverse set of stakeholders and collaborators. Develops and implements communication strategies with an international audience of researchers.
  • Develops and proposes new projects in collaboration with the Department Manager and the chair, serving as an advocate for departmental facility needs.
  • Creates training and programming for faculty and chair development.
  • Prepares and presents analyses, reports, and marketing materials to a wide variety of both internal and external audiences. Participates and contributes on a variety of committees/teams and with a diverse array of colleagues and partners.
  • Conducts research and data gathering (e.g., Internet research, surveys), project planning, and implementation for a wide range of projects.
  • 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 5-7 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Education:

  • Bachelor’s degree.

Experience:

  • Knowledge and skills developed through work experience in a related job discipline.
  • Experience using U of C systems, including Interfolio and GEMS.
  • Experience with Google Drive, Google Calendar, SurveyMonkey.

Technical Skills or Knowledge:

  • Knowledge of MS Office (Word, Excel, and PowerPoint).

Preferred Competencies

  • Excellent verbal and written communication.
  • Strong attention to detail.
  • Ability to work independently and as part of a team.
  • Demonstrated track record of effectively managing a wide variety of projects; ability to meet deadlines and provide timely execution of assigned projects.
  • Ability to interact and communicate with clarity, tact and courtesy with prospective students, staff, faculty, students and others.
  • Presentation skills.
  • Strong customer service orientation, the ability to work effectively with a wide variety of constituents, and the ability to work independently without close supervision.
  • Ability to maintain confidentiality and demonstrate judgment and discretion in the sharing of sensitive information.
  • Ability to work some evening and weekend hours for events. Some travel may be required.

Application Documents

  • Resume (required)
  • Cover Letter (required)
  • References (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
 

37.5


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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