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Administrator for Faculty and Departmental Affairs

Job Description


Department
 

SSD: Sociology - Staff and Temporary Employees


About the Department
 

The University of Chicago Department of Sociology is among the great sociology departments of the world. Founded in 1892 as one of the first sociology departments in the United States, Chicago has a proud tradition of creative empirical and theoretical work. Chicago graduates and faculty have shaped many disciplinary sociological subfields. Diverse in interests, methodologies, theories, and politics, faculty and students at Chicago are unified in their intensity of intellectual commitment, in their attempt to combine rigorous inquiry with mutual intellectual respect, and in their aspiration to continuously reimagine sociology as a framework for social inquiry. We maintain strengths in the areas of theory and method and have evolved into one of the top departments for the study of gender, knowledge, globalization, political sociology, race, sexuality, and urbanism. Our faculty carry on the Chicago tradition of producing paradigm shifting research driven by some of the most complex and compelling questions of our time.


Job Summary
 

The job provides professional support and solves straightforward problems for a broad range of business operations and academic activities. May develop and implement office procedures and policies and ensures compliance. May prepare and monitor the budget for a unit.
Reporting to the Department Chair, the Administrator for Faculty and Departmental Affairs manages the daily operations and administrative functions of the department, including supervising two staff members, supporting faculty initiatives, and managing all logistical details for departmental activities.

Responsibilities

  • Assists the Chair in the general administration of the Department including but not limited to:
    • Keeping track of deadlines for all internal and external department business,
    • Identifying and communicating problems in a timely manner.
    • Preparing the (often confidential) paperwork for all personnel management at the departmental level such as new hires of faculty, promotions, recognitions, and leaves.
  • Oversees and manages all department operating and discretionary accounts, including planning, expenditures, and reconciling ledgers.
  • Manages the processes for faculty and academic non-faculty recruitment (Postdoctoral Researchers, Visiting Professors, Visiting Scholars).
  • Assists faculty committees charged with various tasks.
  • Supports faculty with academic, pedagogical, and professional development activities, including hiring and managing student research assistants.
  • Manages the official and confidential schedules, records, files and paperwork for all department business.
  • Coordinates arrangements for official guests, Sociology Colloquium speakers, and special events, including travel arrangements/reimbursements, lodging, catering, publicity, processing honoraria, and setting up schedules.
  • Provides simple audiovisual support for activities hosted in departmental space (or place AV service requests for hybrid events).
  • Trains staff on university systems, such as GEMS, E-payment, Workday, and BOX.
  • Researches and analyzes data to create reports for faculty meetings and committees.
  • Manages physical space in which the department is housed.
  • Serves as primary departmental liaison to divisional, university-wide administrative offices.
  • Designs and implement relevant office policies to accomplish faculty affairs business such as Covid security protocols or office use plans.
  • Coordinates special projects, as needed.
  • Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services. Initiates the hiring process of students and staff for a unit, which includes the processing of payroll.
  • Assists in the monitoring of the various financial and budgetary activities, including vendors contracts. Preparing and monitoring the budget for a unit.
  • 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.

Experience:

  • At least five years of progressively responsible administrative experience.
  • Office management experience with personnel and budget management components
  • Experience coordinating special events: planning, executing, finalizing all logistical details before and after.
  • Familiarity with office procedures such as hiring, budgeting, personnel management etc.
  • Experience working with many different kinds of people.

Technical Skills or Knowledge:

  • Solid working experience in database, spreadsheet, and word processing software applications (Microsoft, Adobe, BOX).

Preferred Competencies

  • Familiarity with general business practices.
  • Commitment to providing a high level of service and working in a team environment.
  • High degree of professionalism.
  • Attention to detail.
  • Creative, proactive thinking.
  • Ability to work effectively and collegially with various campus offices.
  • Ability to handle multiple tasks simultaneously, under tight deadlines, while managing walk-in, telephone, and email requests.
  • Strong analytical and organizational skills.
  • Ability to work in a fast-paced environment.
  • Excellent reading, writing, verbal communication, organizational and interpersonal skills.
  • Ability to work independently and with a high degree of initiative.
  • Ability to manage time wisely and prioritize effectively.
  • Ability to handle sensitive and confidential situations and information with absolute discretion.

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
 

Administration & Management


Role Impact
 

Individual Contributor


FLSA Status
 

Exempt


Pay Frequency
 

Monthly


Scheduled Weekly Hours
 

37.5


Benefits Eligible
 

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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