The University Of Chicago
Senior Academic Affairs Specialist
The University Of Chicago, Chicago, Illinois, United States, 60290
**Department**BSD OAA - Office of Academic Affairs**About the Department**The University of Chicago biomedical enterprise houses three entities: the Biological Sciences Division (BSD), the University of Chicago Medicine (UCM), and the Pritzker School of Medicine. Collectively called UCM, we are one of the nation's leading academic medical institutions and have been at the forefront of discovery, education, and clinical care since 1927. Located 20 minutes south of downtown Chicago, our Hyde Park main campus provides a single environment for learning, world-renowned basic science and clinical research, and outstanding clinical care.
The BSD is the largest academic unit within the University. The BSD is comprised of faculty from ten basic science departments, 13 clinical departments, and several Centers and Institutes. The approximately 1,300 faculty and 3,000 staff members working in the BSD collaborate across the organization to achieve our Mission, Vision, and Values (MVV).
The BSD Office of Academic Affairs is part of the BSD Office of the Dean. OAA supports the lifecycle of academic appointees including searches, academic appointments, reappointments, promotions, tenure recommendations, leaves, departures and retirement. OAA also provides interpretation of academic criteria and supports academic policy development, among other roles. OAA works closely with divisional and departmental leaders and administrative staff, including the Office of Faculty Affairs, as well as with other administrative units on campus such as the Office of the Provost, Office of Legal Counsel, Staff Benefits, Payroll Office, and the Medical Staff Office to provide timely and complete guidance and support for BSD academic human resource management.**Job Summary**The University of Chicago’s Biological Sciences Division (BSD), Office of Academic Affairs, seeks a Senior Academic Affairs Specialist. This position will focus on managing compliant search, recruitment, and outreach efforts as well as offer case preparation for faculty and other academic appointees. As assigned, the individual may support the preparation, review, and submission of academic appointment, reappointment, and/or promotion cases. The Senior Academic Affairs Specialist will partner with academic affairs administrators and executive administrators to provide review of academic search activities in a timely manner and in compliance with University and divisional guidelines. They will be responsible for managing multiple competing priorities, interacting cordially and professionally with diverse stakeholders, and ensuring confidentiality of the review process. They will also assist in anticipating issues and solving complex problems that may arise during the review process. In addition, the Senior Academic Affairs Specialist will provide feedback to develop and improve tools, standards, and practices that streamline the recruitment and the human resources management of faculty and other academic appointees. This position reports to Director of Academic Affairs.
The job provides professional research and recommendations in the development and implementation of faculty support programs.**Responsibilities*** Works independently to manage key components of the day-to-day operations of academic recruitment to support compliant search, recruitment, and outreach efforts. Utilizes existing policies and procedures, systems and tools, and oral and written communication skills to promote and ensure efficient processing compliance.* Processes job postings for faculty and other academic appointments using existing guidance as well as independent judgement in alignment with University and divisional policies and procedures.* Facilitates the review of offer cases by OAA, Divisional, and University stakeholders. Proofreads and releases offer letters for review and signature. Reviews and addresses requests for updates to offer letters, including changes in terms, extensions, or cancellations.* Supports the preparation, review, and submission of academic appointment, reappointment, and/or promotion cases to ensure appropriate cross coverage and/or as needed.* Assists in the processing of visa materials as needed, working with the University's Office of International Affairs.* Serves as a resource to faculty and faculty administrative leaders on University policy and process matters and on BSD's academic guidelines.* Resolves routine and complex problems or questions referred by academic affairs administrators, University administrators, Divisional leaders, or other stakeholders. Gathers and analyzes data for possible solutions for faculty-related issues. Writes reports and expands knowledge and experience in areas. Confers with OAA team as needed.* Actively contributes feedback to develop and improve tools, standards, and practices that streamline the recruitment and the human resources management of faculty and other academic appointees.* Drafts correspondence on faculty and other academic appointee matters on behalf of the Dean of the designates.* Assists in the organization and management of divisional electronic files and databases, and website for efficiency and improved user experience.* Creates training and programming for faculty and chair development.* Prepares and presents analyses, reports, and marketing materials to a wide variety of both internal and external audiences. Participates and contributes on a variety of committees/teams and with a diverse array of colleagues and partners.* 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:*** College or University degree.**Experience:*** Knowledge and skills developed through 5-7 years of work experience in a related job discipline.**Preferred Competencies*** Operational management skills.* Strong analytical and decision-making skills.* Strong attention to detail, and ability to manage multiple priorities and responsibilities effectively with limited guidance.* Ability to communicate University and divisional procedures and policy clearly and tactfully.* Ability to partner with different levels of the organization and across different functional areas to achieve desired results.* High degree of organization, follow-through, and project managements skills.* Excellent written and verbal communication skills.* Ability to handle sensitive and confidential situations and information with absolute discretion.* Excellent problem-solving skills.* Proficiency with Microsoft Word and Excel; Adobe document management; Interfolio document management portal; willingness and ability to learn new technology.**Working Conditions*** Office environment.**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**Academic Affairs**Role Impact**Individual Contributor**Scheduled** **Weekly Hours**40**Drug Test Required**No**Health Screen Required**No**Motor Vehicle Record Inquiry Required**No**Pay Rate Type**Salary
**FLSA Status**Exempt
**Pay Range**$80,000.00 - $130,000.00The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.**Benefits Eligible**YesThe University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the**Posting Statement**The #J-18808-Ljbffr
The BSD is the largest academic unit within the University. The BSD is comprised of faculty from ten basic science departments, 13 clinical departments, and several Centers and Institutes. The approximately 1,300 faculty and 3,000 staff members working in the BSD collaborate across the organization to achieve our Mission, Vision, and Values (MVV).
The BSD Office of Academic Affairs is part of the BSD Office of the Dean. OAA supports the lifecycle of academic appointees including searches, academic appointments, reappointments, promotions, tenure recommendations, leaves, departures and retirement. OAA also provides interpretation of academic criteria and supports academic policy development, among other roles. OAA works closely with divisional and departmental leaders and administrative staff, including the Office of Faculty Affairs, as well as with other administrative units on campus such as the Office of the Provost, Office of Legal Counsel, Staff Benefits, Payroll Office, and the Medical Staff Office to provide timely and complete guidance and support for BSD academic human resource management.**Job Summary**The University of Chicago’s Biological Sciences Division (BSD), Office of Academic Affairs, seeks a Senior Academic Affairs Specialist. This position will focus on managing compliant search, recruitment, and outreach efforts as well as offer case preparation for faculty and other academic appointees. As assigned, the individual may support the preparation, review, and submission of academic appointment, reappointment, and/or promotion cases. The Senior Academic Affairs Specialist will partner with academic affairs administrators and executive administrators to provide review of academic search activities in a timely manner and in compliance with University and divisional guidelines. They will be responsible for managing multiple competing priorities, interacting cordially and professionally with diverse stakeholders, and ensuring confidentiality of the review process. They will also assist in anticipating issues and solving complex problems that may arise during the review process. In addition, the Senior Academic Affairs Specialist will provide feedback to develop and improve tools, standards, and practices that streamline the recruitment and the human resources management of faculty and other academic appointees. This position reports to Director of Academic Affairs.
The job provides professional research and recommendations in the development and implementation of faculty support programs.**Responsibilities*** Works independently to manage key components of the day-to-day operations of academic recruitment to support compliant search, recruitment, and outreach efforts. Utilizes existing policies and procedures, systems and tools, and oral and written communication skills to promote and ensure efficient processing compliance.* Processes job postings for faculty and other academic appointments using existing guidance as well as independent judgement in alignment with University and divisional policies and procedures.* Facilitates the review of offer cases by OAA, Divisional, and University stakeholders. Proofreads and releases offer letters for review and signature. Reviews and addresses requests for updates to offer letters, including changes in terms, extensions, or cancellations.* Supports the preparation, review, and submission of academic appointment, reappointment, and/or promotion cases to ensure appropriate cross coverage and/or as needed.* Assists in the processing of visa materials as needed, working with the University's Office of International Affairs.* Serves as a resource to faculty and faculty administrative leaders on University policy and process matters and on BSD's academic guidelines.* Resolves routine and complex problems or questions referred by academic affairs administrators, University administrators, Divisional leaders, or other stakeholders. Gathers and analyzes data for possible solutions for faculty-related issues. Writes reports and expands knowledge and experience in areas. Confers with OAA team as needed.* Actively contributes feedback to develop and improve tools, standards, and practices that streamline the recruitment and the human resources management of faculty and other academic appointees.* Drafts correspondence on faculty and other academic appointee matters on behalf of the Dean of the designates.* Assists in the organization and management of divisional electronic files and databases, and website for efficiency and improved user experience.* Creates training and programming for faculty and chair development.* Prepares and presents analyses, reports, and marketing materials to a wide variety of both internal and external audiences. Participates and contributes on a variety of committees/teams and with a diverse array of colleagues and partners.* 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:*** College or University degree.**Experience:*** Knowledge and skills developed through 5-7 years of work experience in a related job discipline.**Preferred Competencies*** Operational management skills.* Strong analytical and decision-making skills.* Strong attention to detail, and ability to manage multiple priorities and responsibilities effectively with limited guidance.* Ability to communicate University and divisional procedures and policy clearly and tactfully.* Ability to partner with different levels of the organization and across different functional areas to achieve desired results.* High degree of organization, follow-through, and project managements skills.* Excellent written and verbal communication skills.* Ability to handle sensitive and confidential situations and information with absolute discretion.* Excellent problem-solving skills.* Proficiency with Microsoft Word and Excel; Adobe document management; Interfolio document management portal; willingness and ability to learn new technology.**Working Conditions*** Office environment.**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**Academic Affairs**Role Impact**Individual Contributor**Scheduled** **Weekly Hours**40**Drug Test Required**No**Health Screen Required**No**Motor Vehicle Record Inquiry Required**No**Pay Rate Type**Salary
**FLSA Status**Exempt
**Pay Range**$80,000.00 - $130,000.00The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.**Benefits Eligible**YesThe University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the**Posting Statement**The #J-18808-Ljbffr