Department

Provost UChicagoGRAD Admin Services

About the Department

UChicagoGRAD, a part of the Office of the Provost that supports graduate education across the University, is an innovative national model for preparing graduate students and postdocs to succeed while at UChicago and beyond. With teams focusing on admissions, fellowship advising, writing support and public speaking training, diversity initiatives, career exploration and planning, and administration, UChicagoGRAD works with campus partners to support students and postdocs at every stage of their academic careers and beyond. UChicagoGRAD functions as a one-stop shop for graduate students and postdocs to access resources that support timely degree completion and to enhance professional preparation that helps them translate their degrees into a variety of careers. UChicagoGRAD works with academic departments and divisions as well as campus-wide offices to develop and implement outreach, recruitment, and yield efforts; graduate and postdoc-focused programs, workshops, and events; training and support tailored to UChicago graduate students and postdocs; and administrative practices and policies in support of graduate education.

Job Summary

Working as a part of the Administrative Services team in UChicagoGRAD, the Administrative Coordinator will work alongside the Assistant Director via email and in person to provide timely and responsive information for graduate students inquiring about payment-related issues, Workday processes, financial wellness concerns, taxes, and other issues related to the graduate student experience via email and in person. To assist with administrative issues related to graduate student teaching and research positions and student employment positions, this person will work with Payroll, divisional administrators, other university partners, and students to facilitate Workday onboarding. This person will maintain quarterly lists of students who are in compliance with University regulations related to student positions. This person will collaborate with other teams in UChicagoGRAD to enhance the graduate student experience by streamlining administrative processes that arise at different points in a student’s academic career.

Responsibilities

Manages high-traffic shared email inbox in addition to personal email inbox fielding questions from graduate students related to taxes, student payments, financial wellness, and other student administrative concerns.

Runs frequent reports from several University administrative systems to monitor teaching assignments, research assignments, student employment, financial aid, and other university payments; analyzes data to identify issues to address; and prepares reports for relevant stakeholders.

Works with graduate units and central offices (Payroll, Student Employment) to facilitate quarterly PhD Primary Funding. Services as point-person for multiple graduate units related to funding questions. 

Collaborates with staff from across the Universitys administrative offices and academic units to support and communicate administrative services for graduate students.

Uses general understanding of university systems and processes to administer the delivery of services to program participants and/or beneficiaries.

Plans and conducts quality assurance reviews of student payments and/or payment methods and recommends changes as appropriate.

Maintains Administrative Services calendar including Financial Wellness, Tax, and other Student Services programming. Generates event promotional materials as needed.

Coordinates Workday onboarding for graduate student teaching and research positions.

Holds quarterly advising appointments (in-person) to verify employment authorization for PhD Primary Funding. This includes following up as necessary regarding the submission and processing of documents.

Works with the Office of International Affairs and Payroll on questions related to international students.

Uses general understanding and experience to administer the delivery of services to program participants and/or beneficiaries.

Plans and conducts quality assurance reviews and recommends changes as appropriate.

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 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Experience:

1-2 years of full-time, post-baccalaureate work experience strongly preferred.

Experience in research-intensive university setting strongly preferred.

Experience in graduate student affairs strongly preferred.

Technical Skills or Knowledge:

Familiarity with standard tools and software – MS Office suite (MS Office Word, Excel, PowerPoint, Outlook).

Understanding of Workday, AIS, and/or SIA.

Preferred Competencies

Excellent verbal and written communication skills.

Effective interpersonal and customer service skills. 

Data analysis skills.

Maintain a high degree of confidentiality. 

Strong attention to detail.

Learn and be responsive to the needs of the University of Chicago community. 

Communicate effectively and partner with faculty, staff, and students from all backgrounds. 

Demonstrated commitment to promoting diversity and inclusion in higher education. 

Work independently on multiple projects and manage details. 

Work on multiple projects simultaneously, set priorities, and meet deadlines.

Working Conditions

Ability to sit, stand, and walk for extended periods of time, including climbing stairs.

Ability to lift and carry 25 lbs.

Ability to use a computer for extended periods of time.

Application Documents

Resume (required)

Cover letter (required)

Reference contact information (3) (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

Scheduled Weekly Hours

37.5

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

$54,000.00 - $60,000.00

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.