Associate Director, Academic and Program Administration

University of Chicago•Chicago, IL

1d•Onsite

About The Position

Reporting to and in close partnership with the Executive Associate Dean for Finance and Administration, the Associate Director, Academic and Program Administration provides strategic and operational oversight for assigned College programs, centers, and initiatives. The Associate Director collaborates with program leadership, faculty and instructors, students, and administrative partners to ensure efficient delivery of programmatic activities. As a team leader, the Associate Director fosters a sense of community, shares best practices, and coordinates support for a broad range of College programs, centers, and initiatives.

Requirements

Minimum requirements include a college or university degree in related field.
Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.
Strong and broad computer skills (word processing, database, spreadsheet, e-mail, and web), including a strong knowledge of Microsoft Office Suite.
Excellent written and oral communication skills.
Excellent interpersonal and customer service skills.
Considerable skill in working both independently and as a team member.
Attention to detail and maintain accuracy at all times.
Handle public contacts with courtesy, clarity, and diplomacy.
Develop collegial relationships.
Handle sensitive and confidential situations and information with absolute discretion.
Work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
Strategize effectively.
Sound judgment and excellent analytic and problem-solving skills.
Follow an issue through to its resolution.
Use appropriate resources to resolve issues in a timely manner.
Take initiative and organize and complete projects with minimal supervision.
Adjust smoothly to administrative changes.
Follow-up on long-range tasks.
Manage stressful situations.
Handle multiple assignments at any given time, often under time constraints.

Nice To Haves

Advanced degree.
5+ years of experience working in academic operations or program operations.
Background working with students and academic appointees, including faculty, instructors, and postdocs.
Project management experience.

Responsibilities

Manages course scheduling, course catalog listings, and instructor assignments for core sequences, majors, minors, and programs of the College, as appropriate.
Serves as subject matter expert for academic and program requirements.
Advises students, program participants, and other stakeholders, and responds to inquiries, as appropriate.
Coordinates with Collegiate Masters, College Academic Advising, and the Registrar on student petitions, degree progress, and graduation honors status, as needed.
Coordinates academic search, appointment, and renewal processes in collaboration with College Academic Human Resources, as appropriate.
In partnership with unit leadership and College Human Resources, facilitates hiring teaching assistants, research assistants, or other student roles.
Collaborates with College Human Resources for onboarding, timekeeping, and offboarding.
Oversees the selection, administration, and delivery of program and College-wide awards, prizes, and incentives for students and faculty.
Prepares annual program and unit budget submissions in collaboration with unit leadership and stakeholders.
Tracks monthly expenses and monitors for budget variances, working closely with the Local Business Center to initiate financial transaction, procurement, and accounts payable processes.
Plans, schedules, and manages logistics for regular and ad hoc meetings, program events, receptions, symposiums, and conferences, including event registration, vendor coordination, travel arrangements, and on-site staffing.
Develops and implements strategies to publicize academic and program events across multiple channels, including maintenance and updates of program websites and digital platforms, in coordination with College Communications.
Facilitates communication among faculty, students, College advisors, and other stakeholders to promote program coherence and engagement.
Partners with College Facilities and Operations and College Information Technology to meet the physical and technology needs of the assigned programs, centers, and initiatives.
Provides guidance and professional development opportunities to team members, fostering a culture of excellence and continuous improvement.
Delegates tasks, monitors workload, and ensures balanced support across assigned programs, centers, and initiatives.
Initiates and facilitates regular cross-training sessions, sharing best practices and process innovations with colleagues in College Finance and Administration.
Promotes collaboration by encouraging team members to assist with large-scale events, College-wide initiatives, and peak periods for other units.
Organizes and leads communities of practice and feedback forums to identify opportunities for improvement, learn from experience, and recognize achievements.
Partners with other Finance and Administration teams (Academic HR, Facilities & Operations, HR, IT, Local Business Center) to streamline processes, coordinate support, and improve operational efficiency.
Develops and communicates program priorities and performance standards and assesses operations using these criteria.
Plans and conducts quality assurance reviews and recommends changes as appropriate.
Manages program budgets and recommends or makes budgetary recommendations.
Performs other related work as needed.