Sr. Human Resources & Academic Affairs Coordinator

Updated: about 2 months ago
Location: Chicago, ILLINOIS
Job Type: FullTime


BSD SUR - Human Resources & Academic Affairs

About the Department

Operating since 1927 on a strong foundation of multidisciplinary clinical and academic excellence, the University of Chicago Department of Surgery's mission is to meet the most challenging and complex health problems on both a local and global scale.
Many of our faculty members are known for their contributions to the advancement of groundbreaking surgical procedures and techniques, including minimally invasive surgery. In addition to our department's clinical work, our scientists pursue a diverse range of basic, translational, and clinical research projects, including studies on the gut microbiome, tissue bioengineering, stem cell research, cancer, and immunotolerance.
This ongoing work and achievement would not be possible without the cohesive effort and commitment of the faculty and staff. We are looking for high energy, collaborative individuals who share our commitment to improving the health of patients in the community and beyond.

Job Summary

The Sr. Human Resources & Academic Affairs Coordinator assists with providing customer service support for the human resources and academic affairs functions for the Department of Surgery and Neurological Surgery with moderate guidance and supervision. Facilitates pre‐board, onboarding activities, and processes terminations. Monitors general HR mailbox and calls. Participates in academic affairs appointment, reappointment and promotion processes and independently processes postdoctoral appointments. Prepares and expedites faculty and employee payroll transactions. Responsible for producing various HR analytics, reports, and presentations. Maintains employee records. May interact with divisional or central human resources and academic affairs offices.


Recruitment, Onboarding, and Off‐boarding

  • Assists senior HR & AA Team in identifying potential entry level candidates, prepares interview schedules, and conducts reference checks for student and entry level staff positions.

  • Interviews potential student workers (department‐wide as needed). Manages student recruitment postings and student onboarding.

  • Completes HR pre‐boarding requirements and systems set-up for incoming staff and faculty.

  • Completes all HR onboarding items for faculty hires, authenticates I‐9 documentation (faculty and staff), and maintains employment verification records.

  • Ensures incoming faculty complete the AAMC information requirements and submits to the Office of Academic Affairs.

Postdoctoral Appointments, Visitors, and Observers

  • Independently manages postdoctoral scholar and fellow appointments, reappointments, and related visa requirements and paperwork.

  • In coordination with the Office of Academic Affairs and BSD Postdoctoral Office monitors and facilitates all academic and HR related activities for the department postdoctoral population.

  • Supervises the visitors and observers process and monitors/trains the HR/AA Coordinator completing these tasks. Updates the visitor population tracking sheet with information about new shadows, observers, etc.

Academic Affairs

  • Independently manages the arm’s length process (i.e., compiling the list of solicitors for faculty appointment cases and verifying arm’s length per Division requirements).

  • Assembles faculty discussion documents for appointments, reappointments, and promotions.

  • Responsible for assimilating notes from faculty appointment discussions.

  • Distributes Provost Faculty Letters, ensuring accuracy and completeness.

  • Researches compliant faculty postings sites for external academic ads and maintains posting database.

  • Creates and maintains DOS checklists and training materials for various academic affairs processes promoting ease of execution in the sections.

Compliance Tracking, Data Analytics, and Special Projects

  • Responsible for producing monthly HR Department Analytics (e.g., Turnover report, overtime report, and COAP deadlines and submissions).

  • Tracks and facilitates compliance process of employees and faculty (TB test, flu vaccine, HIPAA training, etc.).

  • Manages the Surgery HR email inbox and submits various HR Shared Services requests.

  • Processes provider leaves, enters FML time off entry in the Workday system, maintains the FMLA spreadsheet for tracking provider time off.

  • Writes draft department welcome and departure announcements for staff.


  • Supports staff hiring processes, including developing job descriptions, interviewing and reference checking, handling employment offers, and conducting orientation. Maintains appropriate human resources data and records.

  • May help counsel employees on benefits and compensation. Coordinates with managers and senior colleagues to determine employee compensation. Analyzes data and prepares charts, graphs, and trend lines for management review with a moderate to high level of guidance.

  • Performs other related work as needed.

Minimum Qualifications


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

Work Experience:

Minimum requirements include knowledge and skills developed through < 2 years of work experience in a related job discipline.



Preferred Qualifications


  • Bachelor's degree.


  • Experience in human resources and academic affairs.

Technical Skills or Knowledge:

  • Proficiency with HRIS systems like Workday, Microsoft Word and Excel; willingness and ability to learn new technologies.

Preferred Competencies

  • Exceptional interpersonal and customer service skills with the ability to maintain calm and courteous demeanor.

  • Experience in handling sensitive and confidential situations and information with absolute discretion.

  • Ability to influence others without formal authority by building positive working relations and partnerships with confidence across all levels of the institution to effectively execute business strategies with a high degree of organization and follow-through in a matrix organization.

  • Competence to encourage and cultivate a learning environment that appreciates cultural diversity.

  • Excellent written and verbal communication skills.

  • Strong attention to detail.

  • Willingness to obtain human resources certification. 

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

Human Resources

Role Impact

Individual Contributor

FLSA Status


Pay Frequency


Scheduled Weekly Hours


Benefits Eligible


Drug Test Required


Health Screen Required


Motor Vehicle Record Inquiry Required


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: . 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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