Associate Director of Operations and Academic Affairs

University of Chicago • Chicago, IL

6d • $90,000 - $105,000 • Hybrid

About The Position

Reporting to the Department Manager, the Associate Director of Operations and Academic Affairs in Computer Science manages all aspects of academic hiring and ensures compliance with University and Federal guidelines. As a member of the Computer Science team, the Associate Director of Operations and Academic Affairs works closely with the department's leadership and staff to support the faculty and overall operation of the program. This individual will manage operational and tactical details within the Department, provide key operational support for academic affairs, and will coordinate activities and functions with internal and external constituents.

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.

Nice To Haves

• Experience working with HR systems like Interfolio.
• Experience in academic institutions.
• Supervisory experience.
• Ability to interact successfully with diverse constituencies including the ability to resolve problems with a high degree of discretion, diplomacy, and tact.
• The ability to shift responsibilities as needed based on departmental needs.
• Strong project management skills.
• Ensures program and operational excellence and optimization.
• Excellent written and verbal communication skills, including the ability to clearly communicate to a diverse audience including students, faculty, and staff.
• Excellent organizational skills and constant attention to detail.
• Ability to work independently with minimal guidance.

Responsibilities

• Works with Department Manager to coordinate and oversee the department’s daily operations.
• Performs ongoing assessment of office organization and function, identifies operational deficiencies, recommends, and implements solutions.
• Manages all aspects of the appointment, reappointment, and promotion processes for OAAs in CS and subordinate programs including reviewing cases for accuracy and making independent judgment on edits or additions, liaising with Dean’s Office on edits and additions, and the Provost’s Office through case approval.
• Supervise department operations staff (level 2 and level 3) and temporary office support employees.
• Manages various HR activities for staff employees, including hiring, termination, time and attendance, payroll, as well as employee and labor relations.
• Facilitates professional development opportunities for the operations staff to enhance their knowledge, skills, and creativity in their work.
• Manages the visa process for OAAs, working closely with the Office of International Affairs to ensure that issues are resolved in a compliant and timely manner.
• Responsible for training office staff on office procedures.
• Manages special projects or functions related to the business of the organizational unit.
• Reviews and approves OAA academic job postings in Interfolio.
• Works with the Director of Undergraduate Studies for new instructional faculty, reappointment, and promotion of union faculty.
• Ensures that Department of Computer Science OAA academic affairs actions are compliant with PSD and University guidelines for each unique appointment type.
• Continues to stay abreast of updates and changes to the guidelines for each of the appointment types used within the PSD and creates systems and processes to disseminate information to the department and programs.
• Troubleshoots complex problems or concerns related to the appointment, reappointment, and promotion of Computer Science OAAs in consultation with the Dean’s Office and Provost’s Office when appropriate.
• Responsible for providing information on benefits and benefit questions for OAAs, including leaves, academic benefits, etc., understanding the differences between ranks and eligibility.
• Advocates for the needs of the Department and Computer Science to the Dean’s Office when exceptions are needed, including helping to develop and write the business case, in consultation with the Chairman.
• Uses best practices to develop and execute organization's operational and overall strategic plan.
• Develops and implements relevant policies and procedures and ensures compliance.
• Plans, develops, analyzes and manages 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.
• Develops financial reports and assists with seeking funding for grants.
• 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: Mid Level