Assistant Director of Academic Affairs

The University of Chicago; Chicago (IL); Hybrid; USD 71,000 - 85,000; Full time

Benefits offered by this job

Benefits package

Job summary

The University of Chicago is seeking an Assistant Director of Academic Affairs to lead the hiring, appointment, and onboarding of postdoctoral researchers and visiting academics within the Physical Sciences Division. You will collaborate with faculty leads and unit administrators to ensure smooth onboarding and ongoing appointment management.

The role requires handling Workday-based processes, visa coordination, and proactive data management while maintaining confidentiality and high service

Qualifications

• Education: college or university degree in related field.
• Work Experience: 2-5 years in a related job discipline.
• Certifications: —

Responsibilities

• Oversee appointment and reappointment process for postdoctoral researchers, visiting academics, and other academic appointees.
• Review submitted materials and ensure compliance, including mentoring plans and offer letters.
• Manage Workday actions for postdocs, visiting academics, and other appointees, including compensation.
• Serve as liaison to the Office of International Affairs to manage visa issues.

Skills

Customer service

Communication

Teamwork

Education

Bachelor's degree

Tools

Workday

Interfolio

Microsoft Office Suite

Job description

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

The Assistant Director of Academic Affairs is an HR role responsible for hiring and managing academic appointments including postdoctoral researchers, visiting academics, and other academic appointees for assigned units. Works with each faculty lead and unit administrator to support the appointment, reappointment, and onboarding process.

Responsibilities

• Responsible for all aspects of the appointment and reappointment process for postdoctoral researchers, visiting academics, and other academic appointees for the assigned units, working closely with the unit administrator.
• Reviews all submitted materials for appointments and reappointments, ensuring materials, such as the mentoring plan and offer letter, meet requirements, and approves compliant cases.
• Responsible for all Workday actions for postdoctoral researchers, visiting academics, and other academic appointees in assigned units, including compensation actions.
• Creates cases in and uses Interfolio as needed for academic appointments through case closure.
• Serves as a liaison to the Office of International Affairs to manage and resolve visa issues.
• Serves as the primary contact for postdoctoral researchers in assigned units to counsel on issues like benefits, visa processing, University IDs, and other job-related questions, escalating appropriate questions or concerns.
• Runs Workday reports regularly to track and proactively manage academic appointment and visa end-dates.
• Proactively manages and maintains employee files.
• Completes onboarding steps and I-9 verification for postdoctoral researchers, visiting academics, and other academic appointees.
• Serves as back-up to other team members.
• 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.
• 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 Qualifications

• Education: Bachelor's degree.
• Experience: Experience in a university environment.
• Experience: Experience in a human resources role.
• Technical Knowledge or Skills: Proficiency with Microsoft Office Suite.
• Experience: Experience using human resources systems such as Workday or Interfolio.

Preferred Competencies

• High level customer service skills and ability to interact with and serve a diverse population with tact, courtesy, clarity, and diplomacy.
• Able to work independently and as part of a team.
• Able to maintain a high-level of confidentiality.
• Ability to take initiative and follow an issue through to resolution.
• Exceptional verbal and written communication skills, including the ability to edit written materials.
• Demonstrated flexibility and ability to multi-task while maintaining a calm and courteous demeanor.
• Strong organizational skills and ability to prioritize tasks to meet deadlines.
• Must have the ability to work independently with a minimum amount of direct supervision and proper discernment.
• Strong and broad computer skills (word processing, database, spreadsheet, e-mail, and web), including a strong knowledge of Microsoft Office Suite.

Working Conditions

• Schedule: Eligible for hybrid work schedule with 3-4 days per week onsite after initial onboarding.
• Drug Test Required
• No Health Screen Required
• No Motor Vehicle Record Inquiry Required
• Scheduled Weekly Hours 37.5
• Pay Rate Type Salary
• FLSA Status Exempt

Pay

• Pay Range $71,000.00 - $85,000.00

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 equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, 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.

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.

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.