Undergraduate Affairs Administrator

University of Chicago•Hyde Park, IL

2d•Onsite

About The Position

The Undergraduate Affairs Administrator is responsible for the administrative aspects of day-to-day operations of the department’s undergraduate programs. Provides operational support, project management and program planning in service to faculty, students, and staff. Collaborates with faculty and staff in the department, Dean’s office, and in the College to ensure that the operations of the Undergraduate program are effectively run. The position serves under the guidance of the Director of Undergraduate Studies and the direct supervision of the Department Administrator.

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.
Strong and broad computer skills (word processing, database, spreadsheet, e-mail, and web), including a strong knowledge of Microsoft Office Suite.
Familiarity with topics in Earth and Planetary Sciences, Environmental Sciences, and/or an interest in learning

Nice To Haves

Degree in Earth and Planetary Sciences, Environmental Science, related fields, or other STEM field.
Working in an academic or educational setting
Working in a laboratory setting
Excellent written and oral communication skills to communicate effectively and cultivate positive working relationships with students, staff, and faculty.
Strong attention to detail and ability to follow guidelines, policies and protocols.
Excellent interpersonal skills including outstanding judgment, discretion, a strong ethical approach to decision-making and a demonstrated ability to resolve conflicts fairly and diplomatically, and ability to maintain confidentiality.
Ability to work independently, take direction, and achieve consensus.
Excellent organizational skills, problem solving ability, and attention to detail.

Responsibilities

Organizes and executes the day-to-day administrative activities for the department’s undergraduate programs, providing support to the faculty Director of Undergraduate Studies.
Represents the department by attending meetings with College Advisors, including regular meetings with liaison in Advising Office, and the PSCD Master as needed.
Provide support to Instructors and Teaching Assistants for course related matters.
Serve as primary contact for incoming undergraduate petitions.
Oversee student progress toward completion of program requirements; advises undergraduate students about deadlines and coursework requirements.
Monitors student progress towards graduation requirements by regularly reviewing student transcripts in the Winter Quarter and Summer Quarter to ensure that students are on track to graduate.
Work on behalf of the chair to monitor missing grades and follow up with faculty who have not submitted grades each quarter.
Organize logistics for undergraduate events, including, GeoUnion events, Undergraduate Research Expo, and program information sessions.
Represent department at undergraduate orientation and open house events.
Manage the student registration process; troubleshoots and resolves any enrollment issues.
Send out exit interviews for graduating students, compile and analyze responses.
Assist faculty with enrollment for PhySci core classes.
Maintain and update the College Catalog on behalf of the department; compile and post list of undergraduate courses on offer each year.
Collaborate with the department chair and graduate student affairs administrator to manage the academic year course schedule for undergraduate & graduate student courses.
Collaborate with the curriculum committee to create new courses in CIM.
Assist faculty in submitting funds requests from the PSCD for upgrades to instruction spaces and materials.
Maintain and organize the department teaching collections and equipment.
Assist with classroom or technology requests, including assisting faculty with Canvas page support when requested.
Troubleshoot problems with teaching room AV, such as projectors, and report to AVS as needed.
Coordinate exam rooms; arranges room/time for students granted accommodations by the Student disability office and when changes need to be made after Registrar exam schedule is released.
Coordinate with faculty to purchase teaching and lab materials.
Manage access to teaching labs, resetting and distributing door codes quarterly.
Organize the logistics of departmental field trips and fieldwork, assisting with rental car and flight reservations, booking lodging, assisting with reimbursements related to field trips and field work.
Oversee department field vehicle; registering new drivers with risk management, handling vehicle reservation process, updating vehicle registration, and scheduling oil changes and vehicle service as needed.
Compile course evaluations for hiring and promotion cases as needed and TA course evaluations as needed.
Assist in handling student, faculty, staff, and visitors complaints/issues.
Serve as the department liaison with the Registrar Office, textbook publishers, campus libraries, bookstore.
Gathers and analyzes data concerning program performance, and writes reports.
Monitors program budgets.
May review work of and serve as a resource to program support staff and program instructors.
Performs other related work as needed.