Department

BSD OAA - Administrative Support

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 an Academic Affairs Specialist. This position would provide support for the lifecycle of academic appointees, including recruitment, onboarding, appointment, reappointment, and promotion, as well as leaves, retirements, and other departures. As the quality of our faculty and other academic appointees is key to our stature as a University and Medical Center, the position is critical and challenging - but rewarding. We seek applicants who can master the intricacies of academic affairs, handle multiple tasks and daily learning, interact cordially with diverse stakeholders while encouraging compliance with pertinent policies, respect confidentiality, and communicate helpfulness and understanding.

Responsibilities

Responsible for the drafting, review, assembly, and submission of materials for higher-level review in support of divisional appointive actions. This is expected to include research appointees, lecturers and instructional professors, clinical academics (e.g. Clinical X Professor), clinical associates, and visitors. Appointee types and/or actions may be added or modified based on team and divisional needs.

Processes job postings for academic positions through Interfolio, ensuring compliance with relevant policies and procedures. Ensures position control steps have been completed prior to posting.

Works with departments on the preparation of offer letters, visitor agreements, and related documentation for academic appointees and visitors.

Coordinates review and feedback on search and appointment materials through Interfolio, ensuring accuracy, completion, and compliance with relevant policies and procedures.

Processes visa materials, working with the University's Office of International Affairs.

Approves Workday new hire/onboarding tasks and/or other tasks as assigned.

Coordinates review and feedback on reappointment and promotion materials through Interfolio, ensuring accuracy, completion, and compliance with relevant policies and procedures.

Provides support for survey data collection and presentation as well as case distribution for faculty cases provided to the Committee on Appointments and Promotions.

Serves as a resource to departmental academic affairs staff and departmental administrators as well as faculty and faculty administrative leaders on University policy and process matters and on BSD's academic guidelines. Resolves problems or questions referred by program staff, University administrators, or other contingencies.

Utilizes oral and written communication skills to promote and ensure efficient processing compliance.

Contributes to process improvement as an advocate for client departments, the Office of Academic Affairs, and the division.

Drafts correspondence on academic appointee matters on behalf of OAA Deans.

Organizes and manages divisional electronic files, databases, and website for efficiency and improved user experience.

Maintain appropriate confidentiality.

Writes reports and expands knowledge and experience in areas within and adjacent to role.

Assists with managing the day-to-day operations of faculty affairs programs with a moderate level of guidance.

Serves as a resource for program information. Resolves problems or questions referred by program staff, University administrators, or other contingencies.

Gathers and analyzes data for possible solutions for faculty-related issues. Writes reports and expands knowledge and experience in areas.

May process job postings for faculty and other academic appointments.

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:

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Preferred Qualifications

Education:

College or university degree in related field.

Experience:

University administration and/or academic affairs experience.

Experience with academic recruitment processes.

Proficiency with MS Office Suite: Word, Excel, Outlook.

HR management systems, e.g., Workday, Interfolio.

​Preferred Competencies

Communicate University and divisional procedures and policies tactfully and clearly.

Learn proprietary University database and HR systems.

Plan, organize, problem-solve, and prioritize independently and successfully.

Excellent written and oral communications skills.

Strong attention to detail.

Flexible and adaptable; work collaboratively and patiently with a wide range of people, cultures, and departments.

Maintain confidentiality.

Working Conditions

Office Environment.

Application Documents

Resume (required)

Cover Letter (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

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

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FLSA Status

Exempt

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Pay Range

$60,000.00 - $90,000.00

The 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

Yes

The 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 Benefits Guidebook.

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.