Department Administrator

Department
 

HUM Staff: English

About the Department
 

Since its founding, the English Department at the University of Chicago has committed to questioning and reformulating the basic principles of literary study. Once famous for the Aristotelian Chicago School of criticism of the 1950s, today the Department, ranked first among English departments in the US, stands out for its interdisciplinary approach to literature and its commitment to close reading combined with historical and conceptual analysis.

Job Summary
 

Under the direction of the Department Chair, the Department Administrator manages the academic and administrative affairs of the Department of English Language and Literature (ELL) in consultation with the Director of Graduate Studies (DGS), the Director of Undergraduate Studies (DUS), and faculty committees, within the guidelines of divisional administration. Responsibilities include collaboration with leadership on department initiatives, department administration, student and faculty support, budget and financial management, people management, event planning and academic affairs oversight, establishment of best practices, management of operational workflow, collaborating with internal and external partners, and relationship building. Remote work schedule may be available.
Applicants must upload all required applicant materials (resume, cover letter, and references) to be considered for the position.

Responsibilities

• Develops a deep understanding of the Department of ELL and communicates priorities and performance standards while routinely assessing operations. Recommends and implements enhancements and improvements.
• Serves as point person for the Department and liaises between the department, division, University partners, and external stakeholders to service the program and perform day to day functions.
• Maintains website providing input into design improvements and developing content. Oversees production of social media content and develops graphic design materials.
• Partners with Faculty Chair to supervise Chair’s Administrator. Checks in on progression of faculty hiring tenure cases, event bookings, proofreads meeting agendas and emails to external reviewers to ensure alignment with University policy.
• Oversees execution of programmatic events for students, faculty, and alumni. Helps with logistics as needed.
• Manages day-to-day office functions, physical space needs, and hiring of students during academic year.
• Strategizes and implements long-range plans to improve operational functions and enhance the student experience; collaborates in developing and maintaining policies and guidelines, informs faculty and staff of deadlines and project needs.
• Produces communications for graduate students including orientation materials, resource guides, and revision Graduate Student Handbook in consultation with DGS.
• Manages admissions cycle, including scheduling, processing applications, and collaborating with faculty to develop orientation program.
• Oversees day-to-day graduate student activities, including course registration, stipends, teaching assignments, and fellowships.
• Manages long-term graduate student milestones from initial advisor assignments to dissertation.
• Assists Chair’s Administrator with recruitment of new faculty, tenure, promotion, and renewal cases.
• Conducts data tracking and analysis related to students, alumni, program history, funding, and other programs.
• Assists with internal and external program reviews.
• Extrapolates data to draft memos and reports for Chair and faculty committees.
• Directs supervision of Student Affairs Administrator and indirect supervision of Chair’s Administrator.
• Trains staff and faculty on policies and procedures, compliance, and office protocols. Recommends and executes process improvements. Assesses workloads for coverage and efficiencies.
• Develops and maintains best practices and process documentation (e.g., procedure manuals and Standard Operating Procedures) for Department operations to ensure continuity and workflow.
• Discusses performance goals and promotes professional development opportunities. Engages in annual performance management process. Provides feedback and guidance to staff on day-to-day, short-term, and long-term activities.
• Oversees external visitor and student payments including annual lecture series honoraria, travel reimbursements, and student research and travel awards.
• Interacts with faculty, researchers, and staff on committee work and/or gathering of information for meetings/projects.
• Collaborates with Chair on short- to long-term planning and strategic goals. Collaborates with Chair and team members to brainstorm events programming for internal and external audiences.
• Develops and communicates program priorities and performance standards and assesses operations using these criteria. Plans and conducts quality assurance reviews and recommends changes as appropriate.
• Manages program budgets and recommends or makes budgetary recommendations.
• Performs other related work as needed.

Minimum Qualifications
 

Education:

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

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Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Experience:

• 5+ years administration and/or office management.
• People management, team building, supervision.
• Finances and budgets.
• Project management.
• Higher education exposure providing student and/or academic support services.

Technical Skills or Knowledge:

• Proficient in MS Office (Word, Excel, Outlook, Teams).
• Skilled at learning new software systems (financial, website, graphic design).
• Social media outlets (Facebook, Twitter, LinkedIn).
• Excellent English writing, proofreading, and editing skills.

Preferred Competencies

• Successfully function in complex administrative structure.
• Strategize effectively; strong analytical skills.
• Skilled at time management with excellent organizational skills.
• Attention to detail while also maintaining perspective on overall department and division needs.
• Meet deadlines.
• Maintain confidentiality.
• Anticipate and resolve problems.
• Work independently and part of a team.
• Juggle multiple and complex projects simultaneously.
• Act independently, decisively, and with good judgment, coupled with the ability to keep colleagues and supervisors appropriately informed and involved.
• Cultivate strong, positive working relationships with diverse constituents.

Working Conditions

• Standard office environment.
• Complete mandated trainings.

Application Documents

• Resume/CV (required)
• Cover Letter, illuminating interest in this position (required)
• Three References Contact Information (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
 

Individual Contributor

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 and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or 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.