Academic Affairs and Human Resources Specialist

Department
 

Provost Budget, Operations, and Communication

About the Department
 

The Office of the Provost at the University of Chicago was established in 1963 when Edward H. Levi was appointed the first Provost of the University. Since then, the responsibilities of the Provost and the Office have expanded to include not only academic planning and appointments but academic initiatives, arts programming, space planning and allocation, the University’s budget, diversity initiatives, faculty program development, and many other manners of academic and administrative support. The staff in the Office of the Provost support the University’s community of scholars, their shared ideals, and the core values that make the University a singular intellectual destination. Together with the University’s deans, directors, and department chairs, the Office of the Provost provides the opportunities, infrastructure, and resources that encourage our faculty and other scholars to pursue their finest work.

Job Summary
 

Reporting to the Chief of Staff, the Academic Affairs and Human Resources Specialist (AAHR Specialist) supports human resources records for academics at the University and staff in the units of the Office of the Provost. The AAHR Specialist performs a broad range of operational business activities that require designing, implementing, and monitoring various human resource programs utilized by the University. The AAHR Specialist will work closely with the Chief of Staff and other members of the Academic Affairs team in the Office of the Provost to review, set, and implement best practices to facilitate HR priorities and goals and help inform budget targets for the Office of the Provost. The AAHR Specialist’s responsibilities are varied and complex and require maintaining a high degree of confidentiality, discretion, independent judgement, and initiative.

Responsibilities

• Executes, maintains, and proactively supports Human Resources initiatives to meet operational, organizational, and strategic goals and objectives for the Office of the Provost.
• Develops, implements, and oversees HRIS data management activities, including Workday and corresponding processes.
• Serves as the in-house expert for multiple human resources data and records platforms utilized by the University and maintains accuracy of the data.
• Manages appointment review for Other Academic Appointees (OAAs) including associates, visiting scholars, external post-doctoral researchers (EPR), external academic research scientist (EARS – in the Biological Sciences Division only), post-doctoral fellows (PDF) and PDF paid directs; and serves as the primary point of contact for information related to pay, benefits, and other questions.
• Responsible for the verification of employment requests for all faculty and academics, including mortgage loan and student loan forgiveness forms.
• Enters and audits employment transactions, such as applicant data, new hires, rehires, status changes, pay rate changes, and terminations into the ADP HR system.
• Completes and submits one time payments through the University’s HRIS system.
• Provides direct support and troubleshooting assistance on routine questions and use of Interfolio (the academic recruitment; review, promotion, and tenure (RPT); and academic career (Search) modules).
• Partners with the Office of the Provost team and Central HR to support staff hiring processes, including developing and formatting job descriptions, creating positions and managing next steps in Workday, I-9 documentation authentication, maintaining employment verification records, and assisting with new employee orientation.
• Runs reports from Workday to support job analysis, annual compensation process, budgetary decisions, and ad hoc projects.
• Maintains knowledge of all legal and University Human Resources policies and procedures.
• Builds credible relationships across the organization to help facilitate communications, problem solving, and solution-based outcomes.
• Proactively alerts the area supervisor(s) to potential HR issues and advises on solutions.
• Proactively addresses projects.
• This job is responsible for a broad range of operational business activities in support of faculty affairs program initiatives to meet operational, organizational and strategic goals and objectives.
• Assists with the day-to-day operations of faculty affair programs with guidance and direction from others.
• Performs other related work as needed.

Minimum Qualifications
 

Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through < 2 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Education:

• Bachelor’s degree in related field.

Experience:

• At least 2 years of progressive relevant experience.
• Experience in human resources.
• Experience in a University, clinical, or a not-for-profit setting.

Licenses and Certifications:

• PHR / SPHR / SHRM-CP / SHRM-SCP.

Technical Skills or Knowledge:

• Demonstrated proficiency with Microsoft Office (Word, Excel, PowerPoint, etc.), Outlook, etc.
• Demonstrated experience working with human resources information systems (HRIS) and applicant tracking systems, such as Workday and Interfolio.
• Familiarity with meeting and messaging software and applications such as Zoom, Microsoft Teams, etc.
• Working knowledge of relevant federal, state, and municipal employment laws and regulations, including those related to EEO/AA; FLSA; FMLA; ADA; and OSHA.

Preferred Competencies

• Demonstrated ability to handle sensitive information, exercise discretion, and maintain confidentiality.
• Excellent interpersonal, organizational, written, and verbal communication skills.
• Excellent attention to detail and handle multiple tasks simultaneously under tight deadlines.
• Strong analytical skills and examine application requirements, draw conclusions, and solve problems.
• Work effectively under considerable time pressure on high visibility, high stakes projects with minimal supervision.
• Eork independently and as part of a team.
• Familiarity with central administration within a complex research university environment.
• Knowledge of higher education and the University of Chicago.
• Client-facing work experience.

Working Conditions

• Office environment.
• Fast-paced environment.
• Sit at a computer for 4-6 hours.
• Periodic walking to other campus locations.
• Option for hybrid work.

Application Documents

• Resume/CV (required)
• Cover Letter (preferred)
• References Contact Information (3)(required)

When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family
 

Academic Affairs

Role Impact
 

Individual Contributor

FLSA Status
 

Non-Exempt

Pay Frequency
 

Biweekly

Scheduled Weekly Hours
 

40

Benefits Eligible
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward .
The University of Chicago is an Affirmative Action/ Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.