Job Description

Job Description:

• Supports the work of the Program Directors and implements plans and priorities for the undergraduate and graduate programs.
• Serves as the primary program administrator for the graduate and undergraduate programs, focused on developing positive and active working relationships with internal and external constituents at varying levels of leadership, including but not limited to Alumni Relations and Development, Admissions and Career Advancement, the Registrar, the Bursar, University and Divisional Deansâ™ Offices, the College, Argonne National Laboratory, the Physical Sciences Division, the Biological Sciences Divisions, and others to facilitate synergies across departments related to programming, resolution of student questions and concerns, and other matters of common interest.
• Serves as a liaison between the academic programs and the Office of the Dean of Students, in areas which include student support, engagement events, registration, curricular engagement, and communications.
• Serves on the planning and implementation committee of key events and meetings, such as recruitment events, open houses, new student orientation, and admitted student weekends.
• Provides data analysis, updates, and regular reports on admission, enrollment, student academic progress, outcomes, and career trajectory of alumni, and other reports upon request from the Vice Dean of Education and Director of Academic Programs and EDI.
• Oversees the recruitment and assignment of tutors and graders based on course needs, collaborating with Human Resources to ensure the positions are hired, onboarded and paid in a timely manner each quarter.
• Manages and archives data related to course scheduling and course enrollments; communicates with the Registrar regarding course implementation, including in the initial implementation of the schedule for classes, proofing the class schedule, and updating course enrollment capacities.
• Assists with the annual review of the course catalog and implements updates for the undergraduate and graduate programs. Monitors course registration and addresses registration issues, both at the student level and at the course level.
• Coordinates basic academic advising to graduate students about course selection, academic program expectations, and navigating the overall curriculum. Maintains records of faculty membership in assigned academic program(s) and thematic education areas.
• Supports visiting instructor appointments in coordination with Program Directors, ensuring alignment with academic needs, course offerings, and PMEâ™s strategic goals. Manages the onboarding process, scheduling, and necessary resources to facilitate a smooth transition for visiting instructors.
• Works with the Director of Career Development to support PME career placement and alumni networking activities for students including career fairs, career development workshops, and alumni events. Maintains student manuals for graduate programs.
• Solves problems in areas such as academic and administrative policy, student admissions, curriculum research and development, and budget development.
• Recommends process improvements for programs that relate to critical student-life improvement, including emergency management, accommodations for students with disabilities, and/or the administration of health care services and programs for students.
• Performs other related work as needed.

Preferred Qualifications

Education:

• A degree in higher education, student development, student affairs, physical sciences, or engineering.

Experience:

• Background working in student affairs administration in a college or university, preferably in a research setting.

Technical Skills or Knowledge:

• Proficiency in Microsoft Suite (Word, Excel, PowerPoint), Zoom, and Adobe.
• Proficient at managing large data sets and producing data analysis under tight deadlines.
• Familiarity with web-based information management systems.
• Knowledge of the University of Chicago is a plus.

Preferred Competencies

• Excellent written and oral communication skills to communicate effectively and cultivate positive working relationships with students, staff, faculty, and the general public.
• Demonstrated relationship management skills.
• Teamwork, collaboration, and conflict management skills.
• Work independently and as part of a team; take direction and achieve consensus.
• Excellent organizational, project management, and analytical skills.
• Manage day-to-day duties with efficiency and coordinate multiple long-term projects effectively.
• Proven experience in identifying needs, proposing, and implementing solutions in administrative processes with sound judgment and capacity to balance competing goals.
• Excellent interpersonal skills, including outstanding judgment, discretion, and a strong ethical approach to decision-making.  
• Demonstrate a high level of sensitivity and discretion when dealing with confidential situations and effectively communicating with faculty, students, and various administrative offices at all levels of the University.
• Independently and proactively resolve problems, ensure close attention to detail, prioritize work, and take appropriate actions without advanced approval.
• Demonstrated flexibility and multi-task on frequent and constantly changing demands.
• Familiarity with the academic research enterprise and higher education structures.

Application Documents

• Resume/CV (required)
• Cover Letter (required)
• References Contact Information (3)(preferred)

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 the Applicant Inquiry Form.

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: 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.

About University of Chicago (UC)

One of the world's premier academic and research institutions, the University of Chicago has driven new ways of thinking since our 1890 founding. Today, UChicago is an intellectual destination that draws inspired scholars to our Hyde Park and international campuses, keeping UChicago at the nexus of ideas that challenge and change the world.

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