Senior Associate Dean of Students for Student Affairs

Department
 

PSD Dean of Students Office

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 Dean of Students/Associate Dean, provides strategic oversight and supervision for key activities within the Dean of Students office including managing the planning and execution of Convocation and Divisional graduation events for more than 2,000 students; quarterly accommodations processes and student disabilities services; wellness programming and other student programming; and all student communication activities and functions including emails, newsletters, and events. Oversees tracking students’ progress towards their degree. Acts as the primary delegate to the Dean of Students and Associate Dean to manage complex student concern cases from intake to completion, connecting with Divisional and University partner offices to ensure we follow all policies and procedures to document and resolve cases. Manages and oversees the work of two professional staff members.

Responsibilities

• Directs all student communication efforts for the DOS Office; drafts, approves, and oversees staff to ensure messaging streams are clear and coordinated through all channels (emails, newsletters, events).

• Reviews and oversees the response of DOS staff to a vast array of incoming inquiries from staff, faculty, and students; serving as an expert on relevant Divisional policies, University processes, OIA guidelines, and concerns about matriculation, registration, holds, and billing, among other requests.

• Manages eight monthly student newsletters sent during academic year to PSD graduate students to highlight resources, opportunities, and PSD-related news; drafts newsletter text, gathers content from Divisional and campus-wide partners and ensures all partner offices have submitted materials in a timely manner.

• Directs regular quarterly communications to students regarding deadlines, requirements, and reminders; and drafts and distributes messages related to University-wide or Divisional policy and resource updates.

• Creates and distributes information related to graduation ceremonies for graduating students.

• Works closely with the Director of Communications in the PSD to advertise student opportunities and events through social media channels.

• Collaborates with Dean of Students to create messaging to students to highlight community-building efforts within the Division.

• Leads student-facing communications related to PhD student funding.

• Oversees the creation of critical complex communications related to specific student funding inquiries on behalf of the Division as well as for individual programs and SAAs to distribute to students when complex issues arise, focusing on compliance with University and Divisional policies as well as best practices for student wellness, minimizing risk, and strong stewardship of Divisional and external funds.

• Publishes accurate and regularly updated payment dates for PhD students as well as providing information on broader financial wellness resources.

• Develops and distributes funding letter templates for PhD administrators to distribute to students annually.

• Creates onboarding and training resources for Student Affairs Administrators and other student affairs staff in the Division and communicates resources.

• Regularly updates and distributes process guides for Student Affairs Administrators related to student payment and graduation processes.

• Oversees and maintains PSD internal resources that communicates information to administrators regarding processes and policies (wiki, SharePoint, Box).

• Organizes operations for the Dean of Students Office by coordinating with other DOS staff and campus partners to communicate changes to procedures and timelines related to processes that impact MS and PhD students from application through graduation.

• Manages processing, onboarding, and coordinating communication for PSD NDVS and UNDVS.

• Supervises the portfolio of the Assistant Dean of Students to ensure that wellness activities, events, and programs are meeting the needs of PSD students.

• Oversees the student accommodation request process and procedures, ensuring the PSD follows all University policies as well as state and federal guidelines.

• Manages leave of absence, medical leave of absence, and resumption processes for all PSD students.

• Strategizes with Dean of Students and other DOS staff to create programming that builds community in the PSD; manages processes related to community-building events.

• Develops the strategy to ensure students are aware and reminded on a consistent basis of all wellness resources and oversees updates to the wellness website.

• Stays abreast of new University resources and disseminates information when appropriate.

• Creates and oversees professional development for front-line student affairs administrators and other staff to assist them in guiding students to appropriate wellness and mental health resources in a compassionate way.

• Recommends process improvements for programs that relate to critical student-life improvement, including funding-related communications and information, maintaining up-to-date student policies and resources information on the DOS website, suggesting improvements to workflows related to student payments and registration.

• Plans, directs, and oversees all aspects of key PSD student events including for student orientation, convocation, and graduation for our 2,000 masters and PhD students (including Autumn Quarter graduation reception, Spring Quarter Convocation and Divisional diploma ceremony).

• Assigns aspects of event planning and logistics to staff within the DOS office and supervises their work.

• Ensures all leadership and departmental/program staff and faculty are aware of the expectations for each event and can fully participate in the event’s success.

• Ensures the Dean is prepared to attend and interact with students, including drafting remarks (when needed), reviewing the schedule and locations, and ensuring she is fully prepared to participate.

• Ensures appropriate communication is created and distributed through multiple channels to students and their families in support of key events.

• Manages development of incoming student programming including preparation of Divisional orientation event and production of online orientation materials and resources for students.

• Acts as the primary delegate to the Dean of Students and Associate Dean to manage complex student concern cases from intake to completion, connecting with Divisional and University partner offices to ensure we follow all policies and procedures to document and resolve cases.

• With a high degree of discretion and confidentiality, meets with students to discuss their concerns and identify solutions and next steps.

• Manages problems related to MS tuition and USHIP billing inquiries, as well as PhD funding processes for students of concern.

• Maintains strong working relationships with other University offices including UChicagoGRAD, Registrar, CII, and OIA, to coordinate efforts to enhance student experience.

• Develops and provides regular reports through AIS and SIA to track metrics related to students’ progress towards degree.

• Generates and distributes reports for Student Affairs Administrators related to registration, applications to graduate, onboarding documents for PhD students, and student compliance with requirements (immunizations, annual tasks).

• Solves problems in areas such as academic and administrative policy, student admissions, and curriculum research and development.

• Serves as lead for processes related to all MS and PhD programs transcripts, including recording Previous Institution Attended, running grade reports, overseeing grade submission, and managing notations for concentrations and specializations.

• Liaises with Master’s programs and the College DOS office on BS/MS programs and Joint/Dual/2nd MS programs.

• Leads PSD DOS Office approvals process for departmental submissions in the Graduate Announcements.

• Leads DOS office efforts to train and support Student Affairs Administrators across all PSD MS and PhD programs.

• Oversees requests and creation of verification letters requested by students including enrollment and degree completion verifications, family visa support letters for graduation-related events, and other verifications students request.

• Coordinates transcript notation updates for PhD students completing degree milestones (e.g. complete required training, etc.).

• Supports efforts to generate monthly costing allocation reports by collaborating with Associate DOS to track actual usage of accounts for payment of student insurance and graduate student services fees, and to complete crosscheck review processes.

• Solves complex 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.

• Leads and 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.

• Collaborates with academic divisions in educating students on safety issues. Interprets student disciplinary issues and prepares an annual university summary of disciplinary actions. Counsels students, parents, and staff in response to concerns, and handles complex situations including student crises.

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

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Certifications:

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Preferred Qualifications

Experience:

• Senior-level leadership experience in a university environment working directly with students.

• Experience in successfully providing direction, setting priorities, identifying opportunities for improvement, implementing initiatives for change, and managing people and projects.

• Extensive project management skills.

Technical Skills or Knowledge:

• Proficiency in Microsoft Excel, Word, PowerPoint, Outlook, and other common software programs.

• Extensive Knowledge of University of Chicago Administrative policies and procedures.

Preferred Competencies

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

• Excellent interpersonal skills including outstanding judgment, discretion, a strong ethical approach to decision-making, and ability to main confidentiality.

• Ability to solve complex problems.

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

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

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

• Expertise in data management and analysis.

Working Conditions

• Ordinarily 3 days on campus and 2 days remote; days will be determined by Dean of Students.

• 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
 

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.