Assistant Dean of Students for PhD Program

Updated: 4 months ago
Location: Chicago, ILLINOIS
Job Type: FullTime

Department
 

Crown Dean of Students Office


About the Department
 

About the Crown Family School As one of the first schools of social work in the United States, the University of Chicago Crown Family School of Social Work, Policy, and Practice has shaped the field through a combination of research, teaching, and practice. Since the School’s founding more than 100 years ago, Crown Family School faculty, students, and alumni have addressed such complex social problems as poverty, violence, educational inequality, child welfare, homelessness, health, and environmental disparities. Included within the Crown Family School is the Urban Education Institute (UEI), a model for how to engage in the systemic improvement of pre-K-12th grade schooling. Through four integrated units, UEI conducts rigorous research (UChicago Consortium), trains educators (UChicago UTEP), operates school campuses (UChicago Charter), and provides research-based learning tools (UChicago Impact). On the global stage, the Susan and Richard Kiphart Center for Global Health and Social Development, led in partnership with the Biological Sciences Division, is addressing health inequities and their root causes. It serves as the University’s gateway in bringing together teams from around the University and partner communities to address social determinants of health and improve infrastructure to promote community health and well-being around the world. Other Crown Family School centers, including the Chicago Center for Youth Violence Prevention, the Center for Health Administration Studies, the Smart Decarceration Project, the Employment Instability, Family Well-being, and Social Policy Network (EINet), and the Network for College Success, work in partnership with community residents, businesses, and stakeholders to achieve the greatest breakthroughs. Today, our work has never been more important. More than 8,000 Crown Family School graduates in the US and globally hold leadership positions in academia, at nonprofits, and at governmental agencies – committed to create a more just and more humane society through principles of inclusion, equity, and diversity.


Job Summary
 

Responsible for planning, directing, coordinating and managing daily operations individual organization units, clinical research facilities, centers or academic departments. Responsibilities are diverse and general in nature and may reflect more than one functional area.

Responsibilities

  • Academic Affairs
    • Advise PhD students on general requirements, registration, teaching and research assignments, and meeting programmatic milestones.
    • Directly support the development of Crown faculty academic advisors.
    • Oversee academic support programs including tutoring, writing groups, and supplementary programming designed to enhance student academic outcomes
    • Govern degree audit process, ensuring that students receive timely information about whether they are on track to graduate. Governs process of tracking milestones and validating degree completion prior to graduation.
    • Work closely with a number of important internal and external groups including faculty, students, other Crown departments, and partners in other schools on campus to achieve the goal of providing best-in-class academic support and advising to PhD students.
    • Manage internal student communications related to academics.
    • Recommend variations in policies regarding academic standings. Review, approve and process as necessary a variety of student petitions including professional school petitions.
  • Student Affairs
    • Plan and execute divisional events for PhD students, including orientation programming, convocation, and other events throughout the year.
    • Recommend 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.
    • Advocate for students’ needs to the Dean of Students and Crown leadership.
    • Advise the Doctoral Student Organization and the Doctoral Student Social Club.
    • Collaborate with the Director of Career Services to support PhD students in their job market process and professional development.
  • Admissions
    • Acts as the primary point of contact for student inquiries.
    • Act as the principal channel of communication with the departmental admissions staff and faculty admissions committees and assist in departmental admissions procedures.
    • Create and implement robust communications plan for prospective students through the on-boarding process, including email and website communication, webinar series, and other media. 
    • Partner with the Director of Admissions on all PhD recruitment activities.
  • Management and Organizational Development
    • Serve on the Dean of Students leadership team; represent the division on divisional and university committees, teams, task forces; manage special projects.
    • In collaboration with the PhD Program Chair, gather and utilize data to monitor student needs and outcomes.
    • Manage the PhD program budget and administer current student financial aid processing.
    • Supervise one graduate assistant to coordinate and facilitate the doctoral theory workshop.
    • Manages program budgets and recommends or makes budgetary recommendations.
    • Has a deep understanding when interacting with faculty, researchers and staff for committee work or information.
    • 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 5-7 years of work experience in a related job discipline.

---
Certifications:

---

Preferred Qualifications

Education:

  • Advanced degree, PhD

Experience:

  • Experience working in a complex organizational structure with progressively increasing responsibility.
  • Strong understanding of graduate education, preferably in a social scientific field.
  • Ability to assemble, analyze, and interpret data.
  • Proven ability to develop and sustain successful collaborative relationships, managing organizational dynamics, and influencing decision-making.
  • Demonstrated experience in program development and program management.
  • Experience in higher education.
  • Familiarity with PhD students.
  • Experience collaborating with faculty.
  • Experience managing academic programs.
  • Academic advising experience.
  • Experience working with international students.
  • Familiarity with graduate education and knowledge of the University of Chicago’s unique culture.
  • Demonstrated success in building collaborative relationships with diverse constituencies.
  • Management experience.
  • Familiarity with financial aid, academic information systems, and database systems.

Preferred Competencies:

  • Manage sensitive inquiries with discretion and compassion.
  • Interest in working in a student-facing environment. Student-centered approach and willingness to go the extra mile for students.
  • Excellent written and verbal communication skills.
  • Ability to successfully manage a workload and balance long-range planning with the unanticipated daily demands.
  • Strong organization and project management skills.
  • Professional demeanor, including tact, discretion, and a customer-service oriented approach to the job.
  • Ability to quickly garner credibility with students and faculty.
  • Ability to conduct assessments including designing student surveys and questionnaires.
  • Ability to problem solve with minimal supervision, exercise good judgment, prioritize, and work under pressure during high volume times.
  • Demonstrated ability to review and prioritize work in order to take appropriate actions without advanced approval, ensuring close attention to detail.
  • Ability to manage a program budget and make independent budgetary decisions.
  • Ability to work collegially and collaboratively with a variety of constituents, including faculty, staff, and students.
  • Skilled in Microsoft Word, Excel, the internet and email at the intermediate level.

Application Documents:

  • Resume/CV (required)
  • Cover Letter (required)
  • References (preferred)


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
 

40


Benefits Eligible
 

Yes


COVID-19 Vaccination or Approved Medical or Religious Exemption Required
 

Yes


Drug Test Required
 

No


Health Screen Required
 

No


Motor Vehicle Record Inquiry Required
 

No


Posting Statement
 

Effective October 15, 2021, the University of Chicago requires COVID vaccination for all students, faculty, and staff members. Individuals may claim exemption from the vaccine requirement for medical or religious reasons.
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
 

Crown Dean of Students Office


About the Department
 

About the Crown Family School As one of the first schools of social work in the United States, the University of Chicago Crown Family School of Social Work, Policy, and Practice has shaped the field through a combination of research, teaching, and practice. Since the School’s founding more than 100 years ago, Crown Family School faculty, students, and alumni have addressed such complex social problems as poverty, violence, educational inequality, child welfare, homelessness, health, and environmental disparities. Included within the Crown Family School is the Urban Education Institute (UEI), a model for how to engage in the systemic improvement of pre-K-12th grade schooling. Through four integrated units, UEI conducts rigorous research (UChicago Consortium), trains educators (UChicago UTEP), operates school campuses (UChicago Charter), and provides research-based learning tools (UChicago Impact). On the global stage, the Susan and Richard Kiphart Center for Global Health and Social Development, led in partnership with the Biological Sciences Division, is addressing health inequities and their root causes. It serves as the University’s gateway in bringing together teams from around the University and partner communities to address social determinants of health and improve infrastructure to promote community health and well-being around the world. Other Crown Family School centers, including the Chicago Center for Youth Violence Prevention, the Center for Health Administration Studies, the Smart Decarceration Project, the Employment Instability, Family Well-being, and Social Policy Network (EINet), and the Network for College Success, work in partnership with community residents, businesses, and stakeholders to achieve the greatest breakthroughs. Today, our work has never been more important. More than 8,000 Crown Family School graduates in the US and globally hold leadership positions in academia, at nonprofits, and at governmental agencies – committed to create a more just and more humane society through principles of inclusion, equity, and diversity.


Job Summary
 

Responsible for planning, directing, coordinating and managing daily operations individual organization units, clinical research facilities, centers or academic departments. Responsibilities are diverse and general in nature and may reflect more than one functional area.

Responsibilities

  • Academic Affairs
    • Advise PhD students on general requirements, registration, teaching and research assignments, and meeting programmatic milestones.
    • Directly support the development of Crown faculty academic advisors.
    • Oversee academic support programs including tutoring, writing groups, and supplementary programming designed to enhance student academic outcomes
    • Govern degree audit process, ensuring that students receive timely information about whether they are on track to graduate. Governs process of tracking milestones and validating degree completion prior to graduation.
    • Work closely with a number of important internal and external groups including faculty, students, other Crown departments, and partners in other schools on campus to achieve the goal of providing best-in-class academic support and advising to PhD students.
    • Manage internal student communications related to academics.
    • Recommend variations in policies regarding academic standings. Review, approve and process as necessary a variety of student petitions including professional school petitions.
  • Student Affairs
    • Plan and execute divisional events for PhD students, including orientation programming, convocation, and other events throughout the year.
    • Recommend 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.
    • Advocate for students’ needs to the Dean of Students and Crown leadership.
    • Advise the Doctoral Student Organization and the Doctoral Student Social Club.
    • Collaborate with the Director of Career Services to support PhD students in their job market process and professional development.
  • Admissions
    • Acts as the primary point of contact for student inquiries.
    • Act as the principal channel of communication with the departmental admissions staff and faculty admissions committees and assist in departmental admissions procedures.
    • Create and implement robust communications plan for prospective students through the on-boarding process, including email and website communication, webinar series, and other media. 
    • Partner with the Director of Admissions on all PhD recruitment activities.
  • Management and Organizational Development
    • Serve on the Dean of Students leadership team; represent the division on divisional and university committees, teams, task forces; manage special projects.
    • In collaboration with the PhD Program Chair, gather and utilize data to monitor student needs and outcomes.
    • Manage the PhD program budget and administer current student financial aid processing.
    • Supervise one graduate assistant to coordinate and facilitate the doctoral theory workshop.
    • Manages program budgets and recommends or makes budgetary recommendations.
    • Has a deep understanding when interacting with faculty, researchers and staff for committee work or information.
    • 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 5-7 years of work experience in a related job discipline.

---
Certifications:

---

Preferred Qualifications

Education:

  • Advanced degree, PhD

Experience:

  • Experience working in a complex organizational structure with progressively increasing responsibility.
  • Strong understanding of graduate education, preferably in a social scientific field.
  • Ability to assemble, analyze, and interpret data.
  • Proven ability to develop and sustain successful collaborative relationships, managing organizational dynamics, and influencing decision-making.
  • Demonstrated experience in program development and program management.
  • Experience in higher education.
  • Familiarity with PhD students.
  • Experience collaborating with faculty.
  • Experience managing academic programs.
  • Academic advising experience.
  • Experience working with international students.
  • Familiarity with graduate education and knowledge of the University of Chicago’s unique culture.
  • Demonstrated success in building collaborative relationships with diverse constituencies.
  • Management experience.
  • Familiarity with financial aid, academic information systems, and database systems.

Preferred Competencies:

  • Manage sensitive inquiries with discretion and compassion.
  • Interest in working in a student-facing environment. Student-centered approach and willingness to go the extra mile for students.
  • Excellent written and verbal communication skills.
  • Ability to successfully manage a workload and balance long-range planning with the unanticipated daily demands.
  • Strong organization and project management skills.
  • Professional demeanor, including tact, discretion, and a customer-service oriented approach to the job.
  • Ability to quickly garner credibility with students and faculty.
  • Ability to conduct assessments including designing student surveys and questionnaires.
  • Ability to problem solve with minimal supervision, exercise good judgment, prioritize, and work under pressure during high volume times.
  • Demonstrated ability to review and prioritize work in order to take appropriate actions without advanced approval, ensuring close attention to detail.
  • Ability to manage a program budget and make independent budgetary decisions.
  • Ability to work collegially and collaboratively with a variety of constituents, including faculty, staff, and students.
  • Skilled in Microsoft Word, Excel, the internet and email at the intermediate level.

Application Documents:

  • Resume/CV (required)
  • Cover Letter (required)
  • References (preferred)


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
 

40


Benefits Eligible
 

Yes


COVID-19 Vaccination or Approved Medical or Religious Exemption Required
 

Yes


Drug Test Required
 

No


Health Screen Required
 

No


Motor Vehicle Record Inquiry Required
 

No


Posting Statement
 

Effective October 15, 2021, the University of Chicago requires COVID vaccination for all students, faculty, and staff members. Individuals may claim exemption from the vaccine requirement for medical or religious reasons.
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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