Academic Affairs Specialist - Other Academic Appointees

University of Chicago • Chicago, IL

3d • $70,000 - $80,000 • Onsite

About The Position

Reporting to the Director of Academic Affairs & Operations, the Academic Affairs Specialist works closely with program staff and faculty to manage many key administrative tasks critical to running the MS-ADS program. Key areas of focus for the Academic Affairs Specialist are leading and supporting the year-round recruiting and assignment of full- and part-time faculty, supporting faculty professional development efforts, continuous improvement efforts, and day-to-date administrative needs in support of the in-class experience for the growth-oriented MS-ADS program. The Academic Affairs Specialist also collaborates with the MS-ADS admissions and student affairs teams to help ensure course offerings are aligned with student demand across the full- and part-time online and in-person degree pathways. This role will be required to collaborate with academic affairs and HR staff in the PSD and, at times, the DSI on matters related to HR policy and compliance for academic faculty and instructional staff hires. A percentage of the Academic Affairs Specialist’s time may be dedicated to the planning, development, and/or execution of new, related master’s programs on an as-needed basis. This position is primarily based in the NBC Tower location in downtown Chicago, IL.

Requirements

• Minimum requirements include a college or university degree in related field.
• Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Nice To Haves

• Experience working in academic affairs and/or HR.
• Experience working with faculty in a research-intensive university environment.
• Experience hiring international personnel and/or interfacing with an office of international affairs in a post-secondary institution.
• Small-scale meeting or event planning/execution.
• Project management experience.
• Experience with learning platforms and technologies (e.g., Canvas, Zoom, Whiteboard).
• Proficiency in office software for data management and reporting purposes such as Microsoft Excel, Google Docs, etc.
• Outstanding interpersonal skills including the ability to resolve problems with a high degree of discretion, diplomacy, and tact.
• Outstanding written and verbal communication skills, including the ability to clearly communicate to a diverse audience including students, faculty, donors, and staff.
• Ability to coordinate with many partner offices simultaneously to innovatively problem solve on behalf of students and staff.
• Superior organizational skills and constant attention to detail.
• Ability to work independently, with guidance in only the most complex situations.
• Commitment to excellent customer service, including tact, discretion, and proper judgment as necessary.
• Expertise to collect and maintain a vast array of records to improve organizational knowledge and data points.
• Ability to influence others without formal authority by building positive working relationships.
• Basic knowledge of generative AI tools such as ChatGPT.

Responsibilities

• Demonstrates a thorough understanding of University policies, procedures, and best practices to support faculty and academic search processes.
• Acts as a key representative of the program for faculty search and screening, ensuring timely completion and compliance with University and Divisional policies.
• Manages academic postings and candidate evaluation for faculty and other academic searches using Interfolio, the University’s recruitment tool.
• Collaborates with search committees, division-level academic affairs, human resources staff, and immediate colleagues to draft, evaluate, and document faculty search plans and outreach efforts.
• Places job advertisements on external sites as needed.
• Coordinates, documents, and facilitates compliant searches, hiring, onboarding, and orientation processes for faculty, academic, postdoctoral, and visiting appointees, including communication of onboarding steps and monitoring progress.
• Drafts job descriptions, offer letters, and assists with interview, reference checking, and employment offers.
• Maintains human resources data and records, and solves straightforward problems using standard procedures.
• Maintains accurate documentation and tracks expiration dates for licenses, certifications, and academic appointments to ensure continuous compliance.
• Works with the Office of International Affairs regarding visa processes and work authorization for academic appointees.
• Develops resources to support new and returning faculty professional development and serves as a general resource for program information.
• Supports process improvement and ad hoc reporting.
• Communicates quarterly timelines and deadlines for faculty course preparation, scheduling, grading, and other key academic activities.
• Provides support for faculty Canvas sites and Zoom access to facilitate instructional delivery.
• Identifies operational goals and assists with resource allocation to meet priorities.
• Supports instructional hiring for TA/Graders and other temporary staff as needed.
• Assists with and coordinates faculty meetings and events and performs other related duties as required.
• Supports annual foundational assessments, assisting faculty and students with communications, troubleshooting, and process guidance.
• Gathers and analyzes data for possible solutions for faculty-related issues.
• Writes reports and expands knowledge and experience in areas.
• Assists with managing the day-to-day operations of faculty affair programs with a moderate level of guidance.
• Serves as a resource for program information.
• Resolves problems or questions referred by program staff, University administrators, or other contingencies.
• Performs other related work as needed.

Benefits

• The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level