Assistant Dean of Students, Graduate Student Funding

Department
 

PSD Dean of Students Office

About the Department
 

The Physical Sciences Division (PSD) has a rich history of advancing and defining new fields of discovery in the physical sciences and mathematics, and this tradition of innovation continues today. Our inquiry and impact spans from the edge of the observable universe to human-computer interaction, from biophysical materials science to the geologic record of seawater composition, from gravitational waves to geometric flows, and beyond. The division includes the academic departments of Astronomy and Astrophysics, Chemistry, Computer Science, Geophysical Sciences, Mathematics, Physics, and Statistics. In addition, PSD includes a number of interdisciplinary research institutes and centers, including the Enrico Fermi Institute, the James Franck Institute, and the Kavli Center for Cosmological Physics. Many of our scientists have joint appointments at the 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. Our students build connections with world-leading scientists, collaborate across disciplines, and enjoy the dynamic Chicago and University communities.

Job Summary
 

Reporting to the Dean of Students, the Assistant Dean of Students serves as a point person for PhD student pay processes and serves as the human resources professional, working in collaboration with the deans in the Physical Sciences Dean of Students office as well as student-serving partner offices across campus to organize the student pay process, analyze trends and recommend improvements, and ensure students and partner offices receive timely communication related to any changes or updates to the process each quarter. Serves as a point of contact for student onboarding, pay, and funding questions. Develops and leads process improvement around student pay. This position is eligible for a partially remote work schedule.

Responsibilities

• Under the supervision of the Dean of Students, ensures that the pay for the over 900 Ph.D. students in the PSD is processed in a timely manner with the correct payment amount, appointment type, and account. 
• Understands the different graduate appointment types, graduate student fees, relevant deadlines, and which stakeholders need to review each graduate student’s pay allocation prior to it being finalized and works with the DOS office to improve the process for ensuring accurate appointments are entered into Workday.
• Coordinates the input from all 8 Ph.D. program student affairs administrators to ensure the most up-to-date information on a student’s appointment is maintained.
• Creates training materials to support the work done within the departments, ensuring that each Student Affairs Administrator within the Division can provide accurate and timely pay information
• Manages new student onboarding including gathering required visa documentation and answering questions.
• Prepares budgets & forecasts TA accounts tuition, aid and teaching assistants by department.
• Troubleshoots student pay-related questions and issues with the Dean of Students Office, Human Resources, Local Business Center, UChicago Grad, Payroll Department, or PSD student affairs administrators. Communicates directly with stakeholders to ensure issues are addressed in a collaborative manner.
• Continues to stay abreast of changing University requirements and changes to the student pay process and works collaboratively to develop appropriate implementation procedures.
• In collaboration with the Assistant Dean of Students, Initiates and manages communication with external stakeholders (Payroll, Shared Services, Human Resources and UChicago Grad) on behalf of the DOS to ensure we understand any changes in the process and communicate those out to the PSD team.
• Creates and manages student onboarding events to efficiently gather required I-9 documentation and other materials.
• Creates, customizes and analyzes Workday reports for accuracy on student positions.  Cross references Workday reports with other student data in AIS. Runs monthly visa expiration reports; updates visa information in Workday as needed.
• Supports the Dean of Students office in troubleshooting quarterly student hours issues.
• Works with the DOS staff, the PSD Student Affairs Administrators, the LBC and University Payroll office to produce regular reports of the U-SHIP mandatory insurance payments process.
• Participates in monthly DOS-SAA meetings to ensure Divisional partners have clear communication, excellent support, and robust training and feedback regarding student funding processes.
• Coordinates with the Dean of Students office to set quarterly Divisional deadlines and crosscheck processes to ensure timely and accurate student funding plans.
• Maintains a high degree of confidentiality.
• Assists in the monitoring of the various financial and budgetary activities, including vendors contracts. Preparing and monitoring the budget for a unit.
• Researches and analyzes data to create reports, and may create other reports for grants and contracts.
• 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 Competencies

• Knowledge of Workday or similar human resources management systems.
• Strong and broad computer skills (word processing, database, spreadsheet, e-mail, and web), including a strong knowledge of Microsoft Office Suite.
• Experience creating and editing payroll reports.
• Experience engaging with a diverse range of stakeholders to improve a process.
• 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 a demonstrated ability to resolve conflicts fairly and diplomatically, and ability to maintain confidentiality.
• Ability to work independently, take direction, and achieve consensus.
• Excellent organizational skills, problem solving ability, and attention to detail.
• Familiarity with the academic research enterprise and the University of Chicago environment.
• Readiness to be cross-trained in various areas to support the Dean of Students office.

Working Conditions

• This position is eligible for a partially remote work schedule.

Application Documents

• Resume (required)
• Cover Letter (preferred)
• 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
 

37.5

Benefits Eligible
 

Yes

Requires Compliance with University Covid-19 Vaccination Requirement
 

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.

Department
 

PSD Dean of Students Office

About the Department
 

The Physical Sciences Division (PSD) has a rich history of advancing and defining new fields of discovery in the physical sciences and mathematics, and this tradition of innovation continues today. Our inquiry and impact spans from the edge of the observable universe to human-computer interaction, from biophysical materials science to the geologic record of seawater composition, from gravitational waves to geometric flows, and beyond. The division includes the academic departments of Astronomy and Astrophysics, Chemistry, Computer Science, Geophysical Sciences, Mathematics, Physics, and Statistics. In addition, PSD includes a number of interdisciplinary research institutes and centers, including the Enrico Fermi Institute, the James Franck Institute, and the Kavli Center for Cosmological Physics. Many of our scientists have joint appointments at the 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. Our students build connections with world-leading scientists, collaborate across disciplines, and enjoy the dynamic Chicago and University communities.

Job Summary
 

Reporting to the Dean of Students, the Assistant Dean of Students serves as a point person for PhD student pay processes and serves as the human resources professional, working in collaboration with the deans in the Physical Sciences Dean of Students office as well as student-serving partner offices across campus to organize the student pay process, analyze trends and recommend improvements, and ensure students and partner offices receive timely communication related to any changes or updates to the process each quarter. Serves as a point of contact for student onboarding, pay, and funding questions. Develops and leads process improvement around student pay. This position is eligible for a partially remote work schedule.

Responsibilities

• Under the supervision of the Dean of Students, ensures that the pay for the over 900 Ph.D. students in the PSD is processed in a timely manner with the correct payment amount, appointment type, and account. 
• Understands the different graduate appointment types, graduate student fees, relevant deadlines, and which stakeholders need to review each graduate student’s pay allocation prior to it being finalized and works with the DOS office to improve the process for ensuring accurate appointments are entered into Workday.
• Coordinates the input from all 8 Ph.D. program student affairs administrators to ensure the most up-to-date information on a student’s appointment is maintained.
• Creates training materials to support the work done within the departments, ensuring that each Student Affairs Administrator within the Division can provide accurate and timely pay information
• Manages new student onboarding including gathering required visa documentation and answering questions.
• Prepares budgets & forecasts TA accounts tuition, aid and teaching assistants by department.
• Troubleshoots student pay-related questions and issues with the Dean of Students Office, Human Resources, Local Business Center, UChicago Grad, Payroll Department, or PSD student affairs administrators. Communicates directly with stakeholders to ensure issues are addressed in a collaborative manner.
• Continues to stay abreast of changing University requirements and changes to the student pay process and works collaboratively to develop appropriate implementation procedures.
• In collaboration with the Assistant Dean of Students, Initiates and manages communication with external stakeholders (Payroll, Shared Services, Human Resources and UChicago Grad) on behalf of the DOS to ensure we understand any changes in the process and communicate those out to the PSD team.
• Creates and manages student onboarding events to efficiently gather required I-9 documentation and other materials.
• Creates, customizes and analyzes Workday reports for accuracy on student positions.  Cross references Workday reports with other student data in AIS. Runs monthly visa expiration reports; updates visa information in Workday as needed.
• Supports the Dean of Students office in troubleshooting quarterly student hours issues.
• Works with the DOS staff, the PSD Student Affairs Administrators, the LBC and University Payroll office to produce regular reports of the U-SHIP mandatory insurance payments process.
• Participates in monthly DOS-SAA meetings to ensure Divisional partners have clear communication, excellent support, and robust training and feedback regarding student funding processes.
• Coordinates with the Dean of Students office to set quarterly Divisional deadlines and crosscheck processes to ensure timely and accurate student funding plans.
• Maintains a high degree of confidentiality.
• Assists in the monitoring of the various financial and budgetary activities, including vendors contracts. Preparing and monitoring the budget for a unit.
• Researches and analyzes data to create reports, and may create other reports for grants and contracts.
• 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 Competencies

• Knowledge of Workday or similar human resources management systems.
• Strong and broad computer skills (word processing, database, spreadsheet, e-mail, and web), including a strong knowledge of Microsoft Office Suite.
• Experience creating and editing payroll reports.
• Experience engaging with a diverse range of stakeholders to improve a process.
• 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 a demonstrated ability to resolve conflicts fairly and diplomatically, and ability to maintain confidentiality.
• Ability to work independently, take direction, and achieve consensus.
• Excellent organizational skills, problem solving ability, and attention to detail.
• Familiarity with the academic research enterprise and the University of Chicago environment.
• Readiness to be cross-trained in various areas to support the Dean of Students office.

Working Conditions

• This position is eligible for a partially remote work schedule.

Application Documents

• Resume (required)
• Cover Letter (preferred)
• 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
 

37.5

Benefits Eligible
 

Yes

Requires Compliance with University Covid-19 Vaccination Requirement
 

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.