College Programs Administrator

Department
 

College The College

About the Department
 

The Office of the College Dean, located in Harper Memorial Library, oversees the academic and operational administration of the College, including curriculum and academic programs, finance and budgeting, study abroad and second language acquisition initiatives, Development and Alumni Relations, Housing and Residential Life, Summer Session, the Society of Fellows in the Liberal Arts, and grant administration.
The College is comprised of the College Dean’s office, four Collegiate Divisions, the Office of Research and Teaching Innovations, 14 units under the collegiate division organization; the Dean of Students office with its 4 subsidiaries – the College Programming Office, the College Core Tutor Program, the Office of College Community Standards and the Center for College Student Success; the Study Abroad Office, College Information Technology, the Arley Cathey Learning Center, the Society of Fellows, Summer Quarter, College Writing Program, and the Chicago Center for Teaching and Learning.

Job Summary
 

Reporting to the Executive Associate Dean for Finance and Administration the College Programs Administrator oversees the administrative operations of three distinct College programs: Physical Sciences Collegiate Division, Fundamentals, and Office of Research and Teaching Innovation. For each program, the Administrator works closely with each program leader to set priorities and provides analysis, research, and insight to inform decision making. Across the programs, the Administrator supports academic searches and appointments; develops and administers program budgets; coordinates program meetings and events; interfaces regularly with faculty members and students; and collaborates with College and University partners to ensure that program curricula, awards, and prizes are delivered efficiently and effectively.

Responsibilities

• Manages the administrative operations of the Physical Sciences Collegiate Division (PSCD), under direction of the PSCD Master.
• Faculty and other academic appointments - submits appointment cases with the PSCD Master’s stamp or memo to the College Dean and enters faculty and OAA secondary appointments in Workday.
• Budget and Finance - prepares annual budget submission in collaboration with PSCD and College stakeholders. Initiates procurement and accounts payable transactions, as necessary. Tracks expenses monthly and monitors for budget variances.
• Curriculum - oversees annual update of PSCD courses in the College catalog, collaborates with PSD department administrators to submit quarterly course offerings, and confirms accuracy of catalog and course database information.
• Meetings and Events - schedules regular and ad hoc program meetings for PSCD Master and Associate Master. Manages logistics for major events hosted by PSCD, including annual reception, quarterly lunches, governing committee meetings, Midstates Symposium, and Naval Academy conference. Logistics support may include event planning, marketing, vendor selection and coordination, travel arrangements, and on-site staffing.
• Awards and Prizes - manages math and science research incentive, Physical Sciences teaching prize, and special honors in PSD departments.
• Manages the administrative operations of the Fundamentals: Issues and Texts program, under direction of the Fundamentals Faculty Chair.
• Participates in academic searches and renewal processes, as necessary.
• Budget and Finance - prepares annual budget submission in collaboration with Faculty Chair and College stakeholders. Initiates procurement and accounts payable transactions, as necessary. Tracks expenses monthly and monitors for budget variances.
• Curriculum - coordinates with program faculty to ensure courses are staffed, scheduled, and publicized. Liaise with the program’s Instructional Professor (IP) about curriculum and student progress. Supports all aspects of the Junior Paper and Senior Exam requirements, including collection and distribution of materials and information necessary for submission, review, and grading.
• Students - with the IP, serves as program adviser and student contact, and serves as subject matter expert on administrative, curricular, and academic requirements of the program. Responds to inquiries by students and their College advisors about program requirements.
• Meetings and Events - schedules regular and ad hoc meetings for Faculty Chair, student activities, and departmental social events. In consultation with Faculty Chair, prepares necessary reports and presentations for faculty meetings. Maintains the departmental calendar, regularly apprising the chair of upcoming events, deadlines, and the status of ongoing projects. Logistics support may include event planning, marketing, vendor selection and coordination, travel arrangements, and on-site staffing.
• Communications - publicize program events via multiple channels, which includes printing and posting physical media (posters, fliers) around the College. Oversees and maintains program website, featuring regular updates for new students, alums, core faculty, and announcements. Facilitates communications between and among students, faculty members, College advisors, and other College stakeholders.
• Manages the administrative operations of the Office of Research and Teaching Innovation (ORTI), under direction of the Deputy Dean.
• Budget and Finance - prepares annual budget submission in collaboration with Deputy Dean and College stakeholders. Initiates procurement and accounts payable transactions, as necessary. Tracks expenses monthly and monitor for budget variances.
• Meetings and Events - schedule regular and ad hoc meetings for Deputy Dean. Manages logistics for events hosted by ORTI. Logistics support may include event planning, marketing, vendor selection and coordination, travel arrangements, and on-site staffing.
• Uses moderate/solid understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
• Analyzes program budgets and recommends or makes budgetary recommendations.
• 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 2-5 years of work experience in a related job discipline.

---
Certifications:

---

Preferred Qualifications

Education:

• Bachelor’s degree.

Experience:

• Minimum two years experience working in academic setting, university administration, or a university environment.
• Knowledge of the University of Chicago institutional structure.

Technical Skills or Knowledge:

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

Preferred Competencies

• Learn new programs and applications as needed.
• Excellent written and oral communication skills.
• Write in the voice of another.
• Attention to detail and maintain accuracy at all times.
• Excellent interpersonal and customer service skills.
• Handle public contacts with courtesy, clarity, and diplomacy.
• Develop collegial relationships.
• Handle sensitive and confidential situations and information with absolute discretion.
• Work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
• Strategize effectively, and possess excellent analytic and problem-solving skills.
• Sound judgment and excellent problem-solving skills.
• Follow an issue through to its resolution.
• Use appropriate resources to resolve issues in a timely manner.
• Considerable skill in working both independently and as a team member.
• Take initiative and organize and complete projects with minimal supervision.
• Adjust smoothly to administrative changes.
• Follow-up on long-range tasks.
• Manage stressful situations.
• Handle multiple assignments at any given time, often under time constraints.

Working Conditions

• Office environment.
• Sit for long periods of time.
• Work at a computer for long periods of time.
• Travel to various on-campus locations.

Application Documents

• Resume/CV (required)
• Cover Letter, which is to include your interest in this position (required)
• 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
 

Administration & Management

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.

 

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.