Senior Academic Affairs Specialist

University of Chicago

6d•$80,000 - $130,000•Onsite

About The Position

The University of Chicago’s Biological Sciences Division (BSD), Office of Academic Affairs, seeks a Senior Academic Affairs Specialist. This position will focus on academic case management, supporting the preparation, review, and submission of academic appointment, reappointment, and/or promotion cases. The Senior Academic Affairs Specialist will partner with individual academic affairs specialists and the Director of Academic Affairs to provide review of academic cases in a timely manner and in compliance with University and divisional guidelines. They will be responsible for managing multiple competing priorities, interacting cordially and professionally with diverse stakeholders, and ensuring confidentiality of the review process. They will also assist in anticipating issues and solving complex problems that may arise during the review process. In addition, The Senior Academic Affairs Specialist will provide feedback to develop and improve tools, standards, and practices that support and streamline the submission of academic cases. The Senior Academic Affairs Specialist will also play a key role in training and providing support to individual academic affairs specialists across the BSD. The Senior Academic Affairs Specialist is expected to develop and maintain strong working relationships with several key University areas including: BSD administration, Provost Office, Medical Staff Office and the Office of International Affairs. The Senior Academic Affairs Specialist will represent the Department's interests and perspectives in a positive and vigorous fashion in order to continually improve academic affairs related processes.

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 attention to detail, and competence to manage multiple priorities and responsibilities effectively with limited guidance.
Ability to partner with different levels of the organization to achieve results.
Ability to foster a culture of inclusion by appreciating and respecting diversity.
High degree of organization and follow-through.
Excellent written communication skills.
Excellent interpersonal and customer service skills.
Ability to handle sensitive and confidential situations and information with absolute discretion.
Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
Excellent problem-solving skills; ability to work independently and with minimal direction.
Proficiency with Microsoft Word and Excel; Adobe document management; Interfolio document management portal; willingness and ability to learn new technology.

Nice To Haves

Advanced degree and/or advanced training/certification in academic or general HR.
Work experience in a post-secondary academic, healthcare, non-profit, or equivalent setting.
Prior experience in working with faculty and/or academic appointees, especially in a faculty/academic affairs role.
Knowledge of visa processing requirements.

Responsibilities

Assumes comprehensive responsibility for the review, assembly, and submission of materials in support of divisional appointive actions.
In consultation with Director of Academic Affairs, reviews and suggests edits to appointment case documentation.
In consultation with Senior Director and Academic Dean, develops and implements appointment and promotion case scheduling strategy.
Develops and implements enhancements for academic process.
Serves as a resource to academic affairs administrators on University policy and process matters and on BSD’s academic guidelines.
Prepares, reviews, and oversees various academic communication and announcements.
Oversees annual academic and research academics training compliance process.
Trains Academic Partners on divisional policies and procedures related to academic affairs.
Analyzes data and prepares charts, graphs, and trend lines for management review with a minimal level of guidance to ensure efficiency of case management and processes.
Has a deep understanding of University and divisional guidance on academic hiring.
Organizes and manages the divisional electronic files, databases, and websites for efficiency and improved user experience.
May serve as back-up for other Office of Academic Affairs staff.
Creates training and programming for faculty and chair development.
Prepares and presents analyses, reports, and marketing materials to a wide variety of both internal and external audiences.
Participates and contributes on a variety of committees/teams and with a diverse array of colleagues and partners.
Conducts research and data gathering (e.g., Internet research, surveys), project planning, and implementation for a wide range of projects.
Performs other related work as needed.