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Department Administrator
2 months ago
About the Role
The University of Chicago is seeking a highly skilled Department Administrator to join our team. As a key member of our department, you will be responsible for overseeing and managing all aspects of daily activity, operations, and academic support for our department.
Key Responsibilities
- Provide operational, administrative, and strategic leadership to ensure the daily operations of the department run smoothly.
- Establish department policies and systems to improve and streamline processes in a number of operational areas, including reimbursement, file management, retention, security, and safety.
- Maintain and update central resources for staff and faculty, including training materials, forms, and important information.
- Serve as departmental liaison to the PSD Dean's Office, OIA, PSD Alumni Relations and Development, PSD Communications, and other units across campus to troubleshoot issues.
- Direct administrative support for departmental committees.
- Work closely with the Chair to support diversity and inclusion efforts and create a positive community within the department.
- Liaise with other academic units both internal and external to the PSD to ensure coordination of student and faculty support for joint appointees.
- In consultation with the Chair and University leadership, develop and maintain flexible and informed responses to external shifts that impact departmental life.
- Provide practical and effective guidance for leadership transitions within the department.
- Develop the departmental operating budget and provide oversight of departmental spending in collaboration with the Local Business Center (LBC).
- Work closely with the LBC to track accounts, resolve complex financial issues, and ensure compliance with University directives.
- Approve purchases, maintain departmental records, and provide perspective and written reports to the Chair and others as required.
- Review departmental purchase requests.
- Oversee reimbursement and direct payment to faculty, staff, visitors, and vendors.
- Ensure GEMS card reconciliation occurs and is tracked.
- Supervise administrative support staff.
- Directly supervise the administrative staff and manage staff recruitment, hiring, training, and retention for staff positions within the department.
- Develop and maintain the employee performance review process for the department, including the establishment of annual performance goals and core staff professional development.
- Oversee annual merit increase process for staff.
- Manage all administrative aspects of faculty recruitment, hiring, reappointment, and tenure process, including advising faculty on the appointment process to ensure compliance with University policies.
- Prepare drafts of faculty appointment case materials for the Chair, following the University's guidelines.
- Manage the appointment process for OAA, union lecturers, CASE, and visiting faculty.
- Provide practical oversight for the search, appointment, and reappointment of all postdoctoral fellows and scholars within the department.
- Monitor time/attendance and approve vacations for core departmental staff.
- Work with the OIA to process visas for faculty, students, and visitors and troubleshoot any visa-related issues.
- Manage the quarterly process of hiring undergraduate assistants and students working within the department, including writing and posting job descriptions, student onboarding, and regular time approval.
- Maintain knowledge of all departmental human resource functions and do ongoing professional development to ensure compliance with all University policies and federal regulations.
- Directly supervise a student affairs administrator for the Statistics and CAM programs, in collaboration with faculty leadership programs to ensure that graduate and undergraduate students receive appropriate pay and support to successfully complete their degree at the University of Chicago.
- Work collaboratively with the Director of Graduate Studies (DGS) and other faculty leadership to ensure that the departmental administration provides appropriate support for the department's graduate program(s).
- Troubleshoot complex matters related to student affairs, including student wellness, academic performance, disputes, visa questions, and other concerns, identifying when to escalate the issue to leadership within the department, division, or University.
- Work with the student affairs administrator to ensure that each PhD student's support is updated on a quarterly basis to align with the faculty member's funding, troubleshooting funding issues with the LBC when needed.
- Serve as an advisor to students and/or mentors when concerns are raised related to the mentoring relationship, bringing in the Chair, DGS, or Dean of Students office when needed.
- Initiate and develop strategies for outreach/support for undergraduates, graduate students, and postdocs, including career days, reading seminars, and journal clubs.
- Consult regularly with the faculty leads for the undergraduate and graduate program to ensure there is appropriate communication, coordination, and planning related to research workshops and town halls.
- Provide oversight for graduate student recruitment, including planning open house and orientation programs.
- Work closely with the Chair and faculty to develop, organize, and host departmental events and programs, including but not limited to departmental conferences, special events, named lectures, weekly colloquia, faculty and student workshops, local and international conferences.
- Coordinate with the Chair to draft, edit, and distribute departmental communications, including both regular updates on departmental occasions and memos, letters, and emails.
- Prepare and distribute essential documents and communications for departmental faculty meetings.
- Ensure the departmental website, newsletter, and social media are updated on a regular basis.
- Communicate with the PSD Director of Communication to ensure that important discoveries, news, or accomplishments are highlighted by central communication channels.
- Coordinate with PSD Director of Design and Construction and facilities team to plan and coordinate long-term repairs and capital renovation projects.
- Coordinate key/key card administration, room assignments, and building safety.
- Work collaboratively with the building manager to coordinate office/teaching lab renovations and maintenance activities, such as painting, moving, or renovations.
- Develop and propose new projects in collaboration with the Chair and the faculty, serving as an advocate for departmental facility needs.
- Coordinate departmental efforts to collaborate with external professional organizations to develop new opportunities and programs for students, faculty, or postdocs.
- Coordinate with development officers to review alumni and partner involvement in departmental activities.
- Provide assistance and logistical support for pipeline programs and summer research educational experiences led by faculty within the department.
- Use best practices to develop and execute the organization's operational and overall strategic plan. Develop and implement relevant policies and procedures and ensure compliance.
- Plan, develop, analyze, and manage budget, including developing multi-year budget forecasts. May oversee the preparation and management of grant and contract proposals, ensuring compliance with all University, federal, and private foundation guidelines and regulations. Develop financial reports and assist with seeking funding for grants.
- Perform other related work as needed.
Minimum Qualifications
Education:
Minimum requirements include a college or university degree in a related field.
Work Experience:
Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.
Certifications:
Preferred Qualifications
Experience:
- Supervisory experience.
- Progressively responsible administrative experience.
- Experience working in a University or similar organization.
- Proficiency with expense reimbursement systems such as GEMS.
- Proficiency with word processing applications and spreadsheets.
Technical Knowledge or Skills:
- Excellent verbal and written communication skills.
- Ability to multi-task and track multiple simultaneous projects.
- Ability to work productively despite competing priorities, complex problems, and tight deadlines.
- Ability to take initiative and organize and complete projects with minimal supervision.
- Ability to handle sensitive and confidential situations and information with absolute discretion.
- Ability to use appropriate resources to resolve an issue.
- Knowledge of visa-related processes/communications/liaisons for international recruits.
Application Documents
- Resume (required)
- Cover Letter (required)
- References (preferred)
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
