Administrator, Undergraduate Studies and Special Projects

Updated: over 2 years ago
Location: Chicago, ILLINOIS
Job Type: FullTime
Deadline: The position may have been removed or expired!

Department
 

PSD Chemistry: Administrative Staff


About the Department
 

One of the first departments founded at the University of Chicago was the Department of Chemistry. Since its inception, the Department of Chemistry has embodied the University's central mission of excellence in both research and teaching. The University of Chicago has been the recipient of more than 73 Nobel Prize recipients, 15 of which came from the Department of Chemistry. Our current faculty has considerable strength in inorganic, organic, and physical chemistry, as well as in interdisciplinary research that delves into biology, physics, and materials science. The Department is a community of over 500, including faculty, students, postdoctoral scholars and staff. Our academic support group operates the graduate and undergraduate educational programs for the department, including 60 undergraduate Chemistry majors and nearly 300 graduate students. Close student-faculty interactions have been a hallmark of our Department for over a century. These have fostered a unique intellectual environment that both ensures superb graduate education and continues to produce important and exciting scientific discoveries.


Job Summary
 

The Administrator, Undergraduate Studies and Special Projects supports the achievement of Chemistry’s scientific and educational goals through providing assistance in a wide variety of services for faculty, students and staff. Serves under the supervision and direction of the Director of Academic Programs, but also works with the Director of Undergraduate Studies.

Responsibilities

  • Supports the Chemistry Department’s Director of Academic Programs (Dr. Dragisich) in the administration of the departmental undergraduate program.
  • Assists the Chemistry Departmental Counselor/Director of Undergraduate Studies and Associate Director of Undergraduate Studies (Dr. Dragisich) with many aspects of undergraduate student record keeping.
  • Maintains records of all grade reports for Chemistry courses electronically on Box. Maintains all incomplete files.
  • Maintains job postings and graduate school application materials for undergraduate students.
  • Maintains undergraduate Chemistry database and contacts newly graduated students to obtain their job/grad school plans.
  • Collects data and does statistical reports. Types award letters.
  • Contacts faculty to obtain quarterly syllabi for all courses and maintains online files of these syllabi. Maintains class lists.
  • Maintains undergraduate list serve and is responsible for posting or forwarding all fellowship, grad school, job and summer internship information.
  • Provides centralized location for undergraduate affairs.
  • Provides tours of the department to prospective undergraduate students and their parents and sets up appointments with the Senior Lectures to discuss the program with the perspectives.
  • Arranges quarterly undergraduate meetings by proving support in the following areas: posting the events in the college calendar, securing a room, posting posters to announce the events, sending email reminders to students, ordering refreshments for the events and setting up and tearing down the events, and for the Spring meeting coordinates with the panelists by sending invitation letters, providing details, and sending thank you letters.
  • Works with the Director of Academic Programs and provides proofreading help in yearly updating and regular maintenance of the College Catalog and enters changes into Courseleaf.
  • Schedules Counselor’s meeting with students.
  • Provides support for the Honor’s Thesis in the following areas: in the Fall emails all seniors to check intent to write thesis; in the Winter confirms the thesis titles; in the Spring sets up the oral presentations by assembling and printing programs, coordinating with students, advertising the event, organizing the reception, collecting the honor’s theses, obtaining written approval by the thesis advisor and informing the College of the degrees with honors.
  • Provides support for Sigma Xi nominations and departmental awards in the following areas: obtains GPA for all concentrators from the Registrar, collects information for all those eligible for nomination and fills out nomination forms.
  • Maintains undergraduate research information via a database.
  • Coordinates visits of companies for undergraduate interviewing and serves as liaison with CAPS. Reports Chem 111 credits to the College.
  • Responsible for setting up and coordinating all aspects of the Spring convocation reception.
  • Works with the Director of Academic Programs on quarterly College Time Schedules and interacts with the Registrar's Office.
  • Will be cross-trained by the Director of Academic Programs to serve as a back-up to the Student Services Administrator.
  • Works independently to manage program marketing, including overseeing development of publications and Web site.
  • Gathers and analyzes data concerning program performance, and writes reports. Develops and monitors program budgets.
  • Performs other related work as needed.


Minimum Qualifications
 

Education:

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

---
Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

---
Certifications:

---

Preferred Qualifications

Education:        

  • Bachelor’s Degree in a science or business discipline.

Experience:       

  • Experience in a STEM related field or area.

Technical knowledge skills

  • Considerable knowledge of standard office practices and procedures
  • Computer and technical proficiency

Preferred Competencies

  • Excellent communication and organizational skills.
  • Ability to interact with Staff, Faculty and Students with tact and courtesy.
  • Able to categorize and prioritize work activities.
  • Able to develop and implement solutions to varied problems.
  • Complete numerous activities in a multi-task environment.
  • Effectively communicate in both written and verbal format.
  • Able to use a personal computer and standard software packages.
  • Able to maintain confidentiality.

Application Documents

  • Resume (required)
  • Cover Letter (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
 

Exempt


Pay Frequency
 

Monthly


Scheduled Weekly Hours
 

37.5


Benefits Eligible
 

Yes


Drug Test Required
 

No


Health Screen Required
 

No


Motor Vehicle Record Inquiry Required
 

No


Posting Statement
 

Applicant Inquiry Form. <span>Applicant Inquiry Form</span> 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.



Department
 

PSD Chemistry: Administrative Staff


About the Department
 

One of the first departments founded at the University of Chicago was the Department of Chemistry. Since its inception, the Department of Chemistry has embodied the University's central mission of excellence in both research and teaching. The University of Chicago has been the recipient of more than 73 Nobel Prize recipients, 15 of which came from the Department of Chemistry. Our current faculty has considerable strength in inorganic, organic, and physical chemistry, as well as in interdisciplinary research that delves into biology, physics, and materials science. The Department is a community of over 500, including faculty, students, postdoctoral scholars and staff. Our academic support group operates the graduate and undergraduate educational programs for the department, including 60 undergraduate Chemistry majors and nearly 300 graduate students. Close student-faculty interactions have been a hallmark of our Department for over a century. These have fostered a unique intellectual environment that both ensures superb graduate education and continues to produce important and exciting scientific discoveries.


Job Summary
 

The Administrator, Undergraduate Studies and Special Projects supports the achievement of Chemistry’s scientific and educational goals through providing assistance in a wide variety of services for faculty, students and staff. Serves under the supervision and direction of the Director of Academic Programs, but also works with the Director of Undergraduate Studies.

Responsibilities

  • Supports the Chemistry Department’s Director of Academic Programs (Dr. Dragisich) in the administration of the departmental undergraduate program.
  • Assists the Chemistry Departmental Counselor/Director of Undergraduate Studies and Associate Director of Undergraduate Studies (Dr. Dragisich) with many aspects of undergraduate student record keeping.
  • Maintains records of all grade reports for Chemistry courses electronically on Box. Maintains all incomplete files.
  • Maintains job postings and graduate school application materials for undergraduate students.
  • Maintains undergraduate Chemistry database and contacts newly graduated students to obtain their job/grad school plans.
  • Collects data and does statistical reports. Types award letters.
  • Contacts faculty to obtain quarterly syllabi for all courses and maintains online files of these syllabi. Maintains class lists.
  • Maintains undergraduate list serve and is responsible for posting or forwarding all fellowship, grad school, job and summer internship information.
  • Provides centralized location for undergraduate affairs.
  • Provides tours of the department to prospective undergraduate students and their parents and sets up appointments with the Senior Lectures to discuss the program with the perspectives.
  • Arranges quarterly undergraduate meetings by proving support in the following areas: posting the events in the college calendar, securing a room, posting posters to announce the events, sending email reminders to students, ordering refreshments for the events and setting up and tearing down the events, and for the Spring meeting coordinates with the panelists by sending invitation letters, providing details, and sending thank you letters.
  • Works with the Director of Academic Programs and provides proofreading help in yearly updating and regular maintenance of the College Catalog and enters changes into Courseleaf.
  • Schedules Counselor’s meeting with students.
  • Provides support for the Honor’s Thesis in the following areas: in the Fall emails all seniors to check intent to write thesis; in the Winter confirms the thesis titles; in the Spring sets up the oral presentations by assembling and printing programs, coordinating with students, advertising the event, organizing the reception, collecting the honor’s theses, obtaining written approval by the thesis advisor and informing the College of the degrees with honors.
  • Provides support for Sigma Xi nominations and departmental awards in the following areas: obtains GPA for all concentrators from the Registrar, collects information for all those eligible for nomination and fills out nomination forms.
  • Maintains undergraduate research information via a database.
  • Coordinates visits of companies for undergraduate interviewing and serves as liaison with CAPS. Reports Chem 111 credits to the College.
  • Responsible for setting up and coordinating all aspects of the Spring convocation reception.
  • Works with the Director of Academic Programs on quarterly College Time Schedules and interacts with the Registrar's Office.
  • Will be cross-trained by the Director of Academic Programs to serve as a back-up to the Student Services Administrator.
  • Works independently to manage program marketing, including overseeing development of publications and Web site.
  • Gathers and analyzes data concerning program performance, and writes reports. Develops and monitors program budgets.
  • Performs other related work as needed.


Minimum Qualifications
 

Education:

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

---
Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

---
Certifications:

---

Preferred Qualifications

Education:        

  • Bachelor’s Degree in a science or business discipline.

Experience:       

  • Experience in a STEM related field or area.

Technical knowledge skills

  • Considerable knowledge of standard office practices and procedures
  • Computer and technical proficiency

Preferred Competencies

  • Excellent communication and organizational skills.
  • Ability to interact with Staff, Faculty and Students with tact and courtesy.
  • Able to categorize and prioritize work activities.
  • Able to develop and implement solutions to varied problems.
  • Complete numerous activities in a multi-task environment.
  • Effectively communicate in both written and verbal format.
  • Able to use a personal computer and standard software packages.
  • Able to maintain confidentiality.

Application Documents

  • Resume (required)
  • Cover Letter (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
 

Exempt


Pay Frequency
 

Monthly


Scheduled Weekly Hours
 

37.5


Benefits Eligible
 

Yes


Drug Test Required
 

No


Health Screen Required
 

No


Motor Vehicle Record Inquiry Required
 

No


Posting Statement
 

Applicant Inquiry Form. <span>Applicant Inquiry Form</span> 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.



Similar Positions