Associate Director of Academic Program Operations

University of Chicago; Chicago (IL); On-site; USD 88,000 - 110,000; Full time

Job summary

University of Chicago seeks an Associate Director of Academic Program Operations to lead administrative operations for graduate and undergraduate programs within the Department of Chemistry. You will ensure seamless coordination with the DGS, DUS, and Dean of Students, delivering comprehensive operational support for all programs.

This role requires strategic thinking, strong interpersonal skills, and the ability to manage budgets, staff, and complex processes across departments.

Qualifications

• Minimum requirements include a college or university degree in related field.
• 5-7 years of work experience in a related job discipline.
• Experience managing administrative processes in a higher education setting.

Responsibilities

• Identify opportunities for curricular and process improvements in collaboration with DGS, DUS, and faculty leadership.
• Oversee and track yearly academic performance reviews and student progress within the master’s and PhD programs.
• Prepare monthly reports of graduate program metrics related to the yearly progress tasks for the DGS.
• Coordinate, organize, and lead critical workstreams and events in graduate student recruitment, admissions and orientation in collaboration with faculty leadership.
• Collect student concerns and develop resolution and response plans in coordination with the DGS, DUS and appropriate University offices.
• Manage undergraduate academic processes including chemistry placement testing, assignments, Minor forms, and course substitutions.
• Coordinate with the Student Affairs Administrator to complete classroom assignments and course catalog updates.
• Coordinate with associated College and Divisional offices including the Registrar, Advising, and Dean of Students to ensure successful execution of educational programs.
• Manage and oversee payroll streams and workflows for undergraduate and graduate students.
• Organize and manage undergraduate programs and events, including but not limited to, The Beckman Scholar Program, open houses, awards selection and distribution, information sessions, and summer exchange programs.
• Manage Teaching Assistant assignments in coordination with the DUS.
• Develop positive and active working relationships with internal and external constituents to create synergies across departments related to programming, resolution of student issues, and other matters of common interest.
• Uses in-depth knowledge and experience to administer the delivery of services to program participants and/or beneficiaries such as communicating with programs sponsors and academic advising for undergraduate students.
• 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.
• Has a deep understanding when interacting with faculty, researchers and staff for committee work or information.
• Performs other related work as needed.

Skills

Interpersonal skills

Communication

Strategic thinking

Problem solving

Organizational skills

Coordination

Faculty liaison

Education

Ph.D. in Chemistry

Bachelor's degree in related field

Job description

About The Department

One of the first departments founded at the University of Chicago was the Department of Chemistry. Since its inception, the Department of Chemistry has embodied the University’s central mission of excellence in both research and teaching. The University of Chicago has been the recipient of more than 73 Nobel Prize recipients, 15 of which came from the Department of Chemistry. Our current faculty has considerable strength in inorganic, organic, and physical chemistry, as well as in interdisciplinary research that delves into biology, physics, and materials science.

Our academic support group operates the graduate and undergraduate educational programs for the department, including 60 undergraduate Chemistry majors and nearly 300 graduate students. Close student‑faculty interactions have been a hallmark of our department for over a century. These have fostered a unique intellectual environment that both ensures superb graduate education and continues to produce important and exciting scientific discoveries.

PSD Chemistry: Administrative Staff

Job Summary

Reporting to the Managing Director, the Associate Director of Academic Program Operations leads administrative operations for the graduate and undergraduate programs within the Department of Chemistry and is the primary owner of administrative operations for the graduate and undergraduate programs. In support of and, in collaboration with the Director of Graduate Studies (DGS) and the Director of Undergraduate Studies (DUS), this individual is accountable for the delivery of comprehensive operational support to all academic programs. The position collaborates with the Student Affairs Administrator(s) and Managing Director to ensure seamless coordination across the department. This position has a dotted line reporting relationship to the Dean of Students.

Responsibilities

• Identify opportunities for curricular and process improvements as well as develop innovative solutions to program challenges in collaboration with DGS, DUS, and faculty leadership.
• Oversee and track yearly academic performance reviews and student progress within the master’s and PhD programs.
• Prepare monthly reports of graduate program metrics related to the yearly progress tasks for the DGS.
• Coordinate, organize, and lead critical workstreams and events in graduate student recruitment, admissions and orientation in collaboration with faculty leadership.
• Collect student concerns and develop resolution and response plans in coordination with the DGS, DUS and appropriate University offices.
• Manage undergraduate academic processes including chemistry placement testing, assignments, Minor forms, and course substitutions.
• Coordinate with the Student Affairs Administrator to complete classroom assignments and course catalog updates.
• Coordinate with associated College and Divisional offices including the Registrar, Advising, and Dean of Students to ensure successful execution of educational programs.
• Manage and oversee payroll streams and workflows for undergraduate and graduate students.
• Organize and manage undergraduate programs and events, including but not limited to, The Beckman Scholar Program, open houses, awards selection and distribution, information sessions, and summer exchange programs.
• Manage Teaching Assistant assignments in coordination with the DUS.
• Develop positive and active working relationships with internal and external constituents to create synergies across departments related to programming, resolution of student issues, and other matters of common interest.
• Uses in-depth knowledge and experience to administer the delivery of services to program participants and/or beneficiaries such as communicating with programs sponsors and academic advising for undergraduate students.
• 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.
• Has a deep understanding when interacting with faculty, researchers and staff for committee work or information.
• Performs other related work as needed.

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.

Preferred Qualifications

• Ph.D., or foreign equivalent, in chemistry or related field.
• Management of administrative processes in a higher education setting.

Technical Knowledge Skills

• Experience managing academic programs and procedures.
• Experience managing / improving complex processes.

Preferred Competencies

• Strong interpersonal and communication skills.
• Ability to establish and maintain relationships at all organizational levels.
• Demonstrated ability to think strategically, independently develop and evaluate options, and develop solutions.
• Ability to work closely and effectively with faculty and other leaders across an institution.
• Demonstrated problem-solving, organization, analytical, and coordination skills including attention to detail.

Application Documents

• Resume (required)
• Cover Letter (preferred)
• 3 Professional References (preferred)

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

FLSA Status

Exempt

Pay Range

$88,000.00 - $110,000.00

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 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‑based 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.

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