Senior Director, Administration

Updated: 3 months ago
Location: Chicago, ILLINOIS
Job Type: FullTime

Department
 

UCPE Leadership Administration


About the Department
 


Job Summary
 

The job manages multiple related teams of managers and professional staff within the University, primarily in the areas of financial, events, and support services management. Ensures compliance to the University's business plan by developing and implementing office procedures and policies. Works closely with the Dean and/or leadership in the development of unit strategies and plans.

Responsibilities

  • Working closely with UChicago Professional Education (UCPE) leadership, responsible for the overall operational and organizational management of the unit.
  • Oversees and enhances UCPE’s operational systems, processes, staffing, and efficiency.
  • Manages several related teams of managers and professional staff responsible for UCPE’s operations, human resources (HR), finance, and information technology (IT) functions.
  • Responsible for the efficient management of UCPE’s physical spaces to meet student and program needs effectively.
  • Maintains overall strategy for UCPE’s administration including integration of UCPE functional areas (operations, HR, finance, and IT) to best support UCPE’s current and future needs.
  • In coordination with UCPE leadership, sets policies and establishes and maintains goals, priorities, and programs for administrative services that are consistent with UCPE’s mission and strategy.
  • Accountable for the management of UCPE’s budget, allocating resources, and ensuring alignment with UCPE’s goals.
  • Develops short- and long-term plans to achieve financial goals, business strategies, and financial forecasts/models for all UCPE programs and initiatives.
  • Manages UCPE’s professional staff responsible for all budget functions, including overseeing quarterly and year-end reporting for the UCPE operating budget.
  • Administers budgets for program delivery that balance the goal of providing exceptional student and corporate client service within prescribed cost parameters.
  • Collaborates with UCPE’s internal analytics function to analyze and set UCPE’s recruitment and enrollment goals and forecasts annual budget targets.
  • Provides leadership for all human resources functions and operational policies for UCPE and collaborates with UCPE leadership to drive HR initiatives in a strategic manner.
  • Develops HR operational policies, procedures, and workflows and oversees their implementation. Responsible for driving excellence and process improvement initiatives across key HR practices.
  • Manages UCPE’s HR professional staff responsible for designing, implementing, and monitoring a variety of HR programs. Develops UCPE’s plans to address long-term HR needs and trends.
  • Provides HR strategic leadership and direction, including employee and labor relations, performance management, compliance, talent acquisition, talent management/development, and workforce planning and retention.
  • Manages UCPE’s professional staff responsible for operations (in-person, hybrid and/or online), including managing both Gleacher Center and NBC Tower locations and providing support in both locations for AV/IT, facilities/maintenance, student/faculty services, program support, IT support, events support and other responsibilities.
  • Manages space planning to support and respond to UCPE’s strategic and programmatic goals, including processes for space and room requests and scheduling; and work requests, such as remote access, visitor management, facilities/maintenance, and communications to staff, instructors, students, and the public.
  • Ensures effective delivery on all operational aspects of UCPE’s professional education programs or other events (in person and virtual) in collaboration with instructors/faculty, UCPE’s teaching and learning team, and clients (for custom programs).
  • Secures adequate support for virtual class sessions, events and program-related meetings.
  • Manages UCPE’s professional staff responsible for the IT function to ensure UCPE’s technology needs are met.
  • Identifies, coordinates, and implements projects/programs to improve the quality and cost-effectiveness of UCPE’s operations.
  • Oversees plans for alignment between personnel and systems.
  • Maintains a culture of professionalism, excellence, and integrity in all operations, and an environment that fosters teamwork and mutual respect.
  • Keeps up-to-date with policy changes across the University on financial and administrative issues and ensures that all UCPE employees are informed about University policies and guidelines.
  • Participates in the continual improvement of existing operational plans for program delivery (in-person, hybrid and/or online) and maintains comprehensive files and information on all programs.
  • Supervises a minimum of four professional full-time staff members.
  • Identifies operational goals and oversees allocation of resources to meet priorities. Ensures compliance of staff with organizational, University and other relevant policies and guidelines.
  • Advises on all financial activities, including financial analysis and reporting, budgeting, accounting, accounts receivable/payable, and procurement. Oversees facilities management, including renovations, moves, maintenance and ongoing facilities operations. Manages development of all contracts, including those with vendors and other institutions.
  • 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 7+ years of work experience in a related job discipline.

---
Certifications:

---

Preferred Qualifications

    Education:

    • Bachelor’s degree.
    • Graduate degree.

    Experience:

    • Ten years of work experience with increasing responsibility.
    • Supervisory experience.

    Preferred Competencies

    • A leader and a focused and goal-oriented manager.
    • Possess a strategic focus and the ability to balance operational excellence with organizational strategy.
    • Outstanding oral and written communication skills, with the ability to communicate effectively and professionally with individuals from diverse backgrounds and at various levels of the organization.
    • Excellent interpersonal skills, including the ability to build cooperative, effective working relationships with a range of stakeholders both on and off campus.
    • Strong organizational skills and attention to detail and accuracy. Demonstrates effective facilitation, negotiation, and mediation skills.
    • Exceptional problem-solving and conflict management skills.
    • Accomplished presentation, customer service, decision-making and analytical skills.
    • Handle sensitive information, exercise discretion and judgment, and maintain privacy and confidentiality.
    • Exercise diplomacy and interact with constituents with integrity, tact, and professionalism.
    • Counsel and advise a variety of constituents in HR matters, and to effectively manage through others, influence, and collaboration.
    • Proactive and follow through with attention to detail.
    • Plan, prioritize and oversee multiple projects and meet deadlines for deliverables.
    • Operate in a fast-paced environment and manage ambiguity.
    • Work effectively within a matrix organization as well as develop productive relationships across the University and with external partners, such as staff, faculty, instructors, students, program participants, outside service providers, corporate clients and the general public.
    • Knowledgeable or willingness to become knowledgeable about University policy, systems, processes, and guidelines.
    • Highly adaptable to different technology platforms.
    • Supervisory experience and ability to coordinate the work of others.
    • Professional and/or executive program management (in-person, hybrid and/or online) experience.
    • Program and event planning and management experience (in-person, hybrid and/or online), including managing virtual programs and events via Zoom or similar technologies.

    Working Conditions

    • Minimal physical effort.
    • Typical tasks include keyboarding, bending, stooping to reach files, light lifting, sitting, and standing.
    • Some evening or weekend work may be required on occasion.

    Application Documents

    • Resume/CV (required)
    • Cover Letter of interest in this position (required)
    • Professional 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
     

    People Manager


    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 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
     

    UCPE Leadership Administration


    About the Department
     


    Job Summary
     

    The job manages multiple related teams of managers and professional staff within the University, primarily in the areas of financial, events, and support services management. Ensures compliance to the University's business plan by developing and implementing office procedures and policies. Works closely with the Dean and/or leadership in the development of unit strategies and plans.

    Responsibilities

    • Working closely with UChicago Professional Education (UCPE) leadership, responsible for the overall operational and organizational management of the unit.
    • Oversees and enhances UCPE’s operational systems, processes, staffing, and efficiency.
    • Manages several related teams of managers and professional staff responsible for UCPE’s operations, human resources (HR), finance, and information technology (IT) functions.
    • Responsible for the efficient management of UCPE’s physical spaces to meet student and program needs effectively.
    • Maintains overall strategy for UCPE’s administration including integration of UCPE functional areas (operations, HR, finance, and IT) to best support UCPE’s current and future needs.
    • In coordination with UCPE leadership, sets policies and establishes and maintains goals, priorities, and programs for administrative services that are consistent with UCPE’s mission and strategy.
    • Accountable for the management of UCPE’s budget, allocating resources, and ensuring alignment with UCPE’s goals.
    • Develops short- and long-term plans to achieve financial goals, business strategies, and financial forecasts/models for all UCPE programs and initiatives.
    • Manages UCPE’s professional staff responsible for all budget functions, including overseeing quarterly and year-end reporting for the UCPE operating budget.
    • Administers budgets for program delivery that balance the goal of providing exceptional student and corporate client service within prescribed cost parameters.
    • Collaborates with UCPE’s internal analytics function to analyze and set UCPE’s recruitment and enrollment goals and forecasts annual budget targets.
    • Provides leadership for all human resources functions and operational policies for UCPE and collaborates with UCPE leadership to drive HR initiatives in a strategic manner.
    • Develops HR operational policies, procedures, and workflows and oversees their implementation. Responsible for driving excellence and process improvement initiatives across key HR practices.
    • Manages UCPE’s HR professional staff responsible for designing, implementing, and monitoring a variety of HR programs. Develops UCPE’s plans to address long-term HR needs and trends.
    • Provides HR strategic leadership and direction, including employee and labor relations, performance management, compliance, talent acquisition, talent management/development, and workforce planning and retention.
    • Manages UCPE’s professional staff responsible for operations (in-person, hybrid and/or online), including managing both Gleacher Center and NBC Tower locations and providing support in both locations for AV/IT, facilities/maintenance, student/faculty services, program support, IT support, events support and other responsibilities.
    • Manages space planning to support and respond to UCPE’s strategic and programmatic goals, including processes for space and room requests and scheduling; and work requests, such as remote access, visitor management, facilities/maintenance, and communications to staff, instructors, students, and the public.
    • Ensures effective delivery on all operational aspects of UCPE’s professional education programs or other events (in person and virtual) in collaboration with instructors/faculty, UCPE’s teaching and learning team, and clients (for custom programs).
    • Secures adequate support for virtual class sessions, events and program-related meetings.
    • Manages UCPE’s professional staff responsible for the IT function to ensure UCPE’s technology needs are met.
    • Identifies, coordinates, and implements projects/programs to improve the quality and cost-effectiveness of UCPE’s operations.
    • Oversees plans for alignment between personnel and systems.
    • Maintains a culture of professionalism, excellence, and integrity in all operations, and an environment that fosters teamwork and mutual respect.
    • Keeps up-to-date with policy changes across the University on financial and administrative issues and ensures that all UCPE employees are informed about University policies and guidelines.
    • Participates in the continual improvement of existing operational plans for program delivery (in-person, hybrid and/or online) and maintains comprehensive files and information on all programs.
    • Supervises a minimum of four professional full-time staff members.
    • Identifies operational goals and oversees allocation of resources to meet priorities. Ensures compliance of staff with organizational, University and other relevant policies and guidelines.
    • Advises on all financial activities, including financial analysis and reporting, budgeting, accounting, accounts receivable/payable, and procurement. Oversees facilities management, including renovations, moves, maintenance and ongoing facilities operations. Manages development of all contracts, including those with vendors and other institutions.
    • 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 7+ years of work experience in a related job discipline.

    ---
    Certifications:

    ---

    Preferred Qualifications

      Education:

      • Bachelor’s degree.
      • Graduate degree.

      Experience:

      • Ten years of work experience with increasing responsibility.
      • Supervisory experience.

      Preferred Competencies

      • A leader and a focused and goal-oriented manager.
      • Possess a strategic focus and the ability to balance operational excellence with organizational strategy.
      • Outstanding oral and written communication skills, with the ability to communicate effectively and professionally with individuals from diverse backgrounds and at various levels of the organization.
      • Excellent interpersonal skills, including the ability to build cooperative, effective working relationships with a range of stakeholders both on and off campus.
      • Strong organizational skills and attention to detail and accuracy. Demonstrates effective facilitation, negotiation, and mediation skills.
      • Exceptional problem-solving and conflict management skills.
      • Accomplished presentation, customer service, decision-making and analytical skills.
      • Handle sensitive information, exercise discretion and judgment, and maintain privacy and confidentiality.
      • Exercise diplomacy and interact with constituents with integrity, tact, and professionalism.
      • Counsel and advise a variety of constituents in HR matters, and to effectively manage through others, influence, and collaboration.
      • Proactive and follow through with attention to detail.
      • Plan, prioritize and oversee multiple projects and meet deadlines for deliverables.
      • Operate in a fast-paced environment and manage ambiguity.
      • Work effectively within a matrix organization as well as develop productive relationships across the University and with external partners, such as staff, faculty, instructors, students, program participants, outside service providers, corporate clients and the general public.
      • Knowledgeable or willingness to become knowledgeable about University policy, systems, processes, and guidelines.
      • Highly adaptable to different technology platforms.
      • Supervisory experience and ability to coordinate the work of others.
      • Professional and/or executive program management (in-person, hybrid and/or online) experience.
      • Program and event planning and management experience (in-person, hybrid and/or online), including managing virtual programs and events via Zoom or similar technologies.

      Working Conditions

      • Minimal physical effort.
      • Typical tasks include keyboarding, bending, stooping to reach files, light lifting, sitting, and standing.
      • Some evening or weekend work may be required on occasion.

      Application Documents

      • Resume/CV (required)
      • Cover Letter of interest in this position (required)
      • Professional 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
       

      People Manager


      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 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.


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