Assistant Dean of Students

Department
 

PSD Dean of Students Office: Admissions and Financial Aid

About the Department
 

The Division of the Physical Sciences (PSD) is a division whose history is arguably the richest of any such division in any university in this country. The scientists of the Physical Sciences Division have advanced and defined new fields of discovery, and this tradition of innovation continues today. The Division includes the academic departments of Astronomy and Astrophysics, Chemistry, Computer Science, Geophysical Sciences, Mathematics, Physics, and Statistics. In addition, PSD includes several interdisciplinary research institutes and centers, including the Enrico Fermi Institute, the James Franck Institute, the Kavli Institute for Cosmological Physics, and the Institute for Biophysical Dynamics. Many of our researchers have joint appointments at Fermi National Accelerator Laboratory and Argonne National Laboratory, as well as joint affiliations with other Chicago based research institutions such as the Toyota Technological Institute of Chicago, Adler Planetarium, the Museum of Science and Industry, and the Field Museum, to name a few.

Job Summary
 

Reporting to the Senior Associate Dean of Students, the Assistant Dean of Students supports the Dean of Students Office in the Physical Sciences Division in matters related to recruitment, admissions, and funding plans. The ADoS serves as lead Divisional administrator for Master’s program admissions and collaborates with the deans in the Physical Sciences Dean of Students office, as well as with student-serving partner offices across campus to analyze trends, develop and improve student admissions processes. The ADoS will ensure students and partner offices receive timely communication related to any changes or updates regarding admissions processes at the University, and will serve as an expert for recruitment and funding in the Division. This position is eligible for a partially remote work schedule.

Responsibilities

• Lead Administrator for the management of MS program admissions, certificate programs, and the 4+1 Advanced Scholars program.  Works closely with the Senior Associate Dean of Students to manage the recruitment and admissions process for the Division, serving thousands of applicants annually.

• Interprets and implements University and PSD policies and procedures for effective student affairs administration, particularly in the areas of recruitment, admissions, matriculation, and funding. Stays abreast of changing University requirements and changes to admissions and recruitment efforts and works collaboratively to develop appropriate implementation procedures, serving as a resource to students, faculty, and program administrators.

• Leads Divisional Slate processes for Master’s programs: liaising with the Slate team, managing yearly updates to the MS applications during App Review, providing application support for MS staff and faculty, and following data management protocols including decision closeouts and data cleanup.

• Manages MS application letter review with the Provost’s Office; decision release for all submitted applications; melt processing with Registrar’s office; and visa process communications with the Office of International Affairs; and partners with UChicagoGRAD and other stakeholders regarding PSD admissions and recruitment processes, policies, and procedures.

• Provides support for Master’s deferrals and referrals; communication building to MS prospects, applicants, and admitted students; and serves as a point of contact and resource for faculty and their support staff, MS program Admissions Directors Leads and Student Affairs Administrators.

• Leads communication efforts for prospective Master’s students and ensures that admit/attend students receive timely information about onboarding steps to successfully matriculate into the program and begin studies. Advises applicants and admitted students on admissions processes, policies, and procedures.

• Advances the Division’s recruitment and admissions strategy, aiming to grow Master’s programs and ensuring that protocols align with University procedures and policies regarding graduate recruitment and admissions; attends recruitment fairs with the goal of increasing diversity in the student body.

• Serves as one of PSD’s leads for student data management and reporting, utilizing AIS and SIA as well as the Slate admissions platform to produce and analyze regular admissions and recruitment reports for the Dean of Students and other stakeholders to illustrate year-over-year trends, with a special focus on MS programs in the Division.

• Manages updates in Slate for matriculating PhD students who will be early PhD Summer Research Arrivals (SRAs), and liaises with Office of International Affairs regarding I-20 start dates for international SRAs. Communicates with PhD administrators to ensure all SRAs are properly term activated for summer arrival.

• Collaborates with the Office of Language Assessment and English Language Institute to support incoming PhD students. Creates master list of incoming students who need AEPP/AEPA based on Slate data and communications with programs. Works with Registrar to ensure incoming PhD students with language needs are properly registered and that programs provide further English language support as needed.

• Supports the Dean of Students office efforts in all areas of student pay, serving over 1000 Ph.D. students in the PSD, ensuring efficiency and accuracy of payments.

• Troubleshoots and resolves complex student pay-related questions and issues with the Dean of Students Office, Human Resources, Local Business Center, UChicagoGRAD, Payroll Department, or PSD Student Affairs Administrators. Communicates directly with stakeholders to ensure issues are addressed in a collaborative manner.

• Supports Senior Associate Dean of Students with submitting and tracking supplemental stipend payments.

• Assists the Senior Associate Dean of Students in managing non-degree visiting student researcher onboarding process, including preparing any financial aid submissions based on faculty support for students and working with non-degree visiting students on onboarding processes related to payment or funding.

• Serves on committees per the request of the Dean of Students and works with the Dean of Students on ad hoc projects as needed. Examples may include collaborating on new initiatives with the Division’s Director of Career Services or with the Assistant Dean for Professional programs. 

• Develops and maintains strong relationships between the Dean of Students Office and other stakeholders within the Division as well as partner offices across campus.

• Maintains a high degree of confidentiality.

• Solves problems in areas such as academic and administrative policy, student admissions, curriculum research and development, and budget development. Advises various campus-wide and program committees in various aspects of student life.

• Recommends process improvements for programs that relate to critical student-life improvement, including emergency management, accommodations for students with disabilities, and/or the administration of health care services and programs for students.

• 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 5-7 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Experience:

• Experience in administration or related job experience in a higher education research environment.

• Relevant experience in student affairs or a closely related area.

Technical Knowledge or Skills:

• Excellent computer skills, including knowledge of AIS, SIA, SLATE, word processing, spreadsheets, and databases.

• Expertise in data management and analysis.

• Project management skills.

• Knowledge of University of Chicago Administrative policies and procedures.

• Strong and broad computer skills (word processing, database, spreadsheet, e-mail, and web), including a strong knowledge of Microsoft Office Suite.

Preferred Competencies

• Demonstrated ability and a strong preference for wanting to work in a deeply collaborative team environment.

• Excellent written and oral communication skills to communicate effectively and cultivate positive working relationships with students, staff, and faculty.

• Excellent organizational skills, problem solving ability, and attention to detail.

• 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.

• Experience engaging with a diverse range of stakeholders to improve a process.

• Ability to work independently, take direction, and achieve consensus.

• Familiarity with the academic research enterprise and the University of Chicago environment.

• Readiness to be cross-trained in various areas to support the Dean of Students office.

Working Conditions

• This position is eligible for a partially remote work schedule.

• Home office environment must be conducive to normal office environment; including internet connection and ability to perform all work functions.

• On rare occasions, some evening and weekend work required.

Application Documents

• Resume/CV (required)

• Cover Letter (required)

• References (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
 

Student Affairs & Services

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
 

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or 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.

 

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