Director, Academic Systems Management and Training

University of Chicago; United States; On-site; USD 110,000 - 160,000; Full time

Job summary

The University of Chicago is seeking a Director of Academic Systems Management and Training to develop policy documentation, maintain the academic affairs website, and manage Interfolio templates and Workday processes that align with divisional and university goals.

You will collaborate with Recruitment and Onboarding teams to ensure all academic cases are tracked, learn Workday practices, and implement training materials for incoming academic affairs personnel across the division.

Qualifications

• Education: Minimum requirements include a college or university degree in related field.
• Work Experience: 7+ years in a related job discipline.

Responsibilities

• In consultation with Senior Director, design and implement training materials and Academic Affairs Staff Orientation sessions, develop and manage ongoing training schedule for Service Delivery Units.
• Serve as the OAA lead/point person for Interfolio, REDcap, and Workday related questions, establishing standards and best practices.
• Pilot the new Interfolio template redesign and manage the template distribution process.
• Manage and maintain REDcap changes and updates with a proactive approach.
• Create and run routine and complex academic reports for senior leadership and other stakeholders across the enterprise.
• In consultation and collaboration with Associate Deans and Senior Director, review and overhaul OAA policy and procedure documents and website, ensuring quality and effectiveness, and establishing a cadence for regular reviews and updates.

Skills

Interfolio

REDCap

Workday

Training design

Education

Bachelor's degree required

Master's degree preferred

Tools

Microsoft Word

Excel

Adobe document management

Interfolio portal

Job description

Department BSD OAA - Office of Academic Affairs

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 (OAA) 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 Director of Academic Systems Management and Training will focus broadly on developing policy and procedure documentation, the creation and maintenance of an academic affairs website, managing Interfolio templates and processes that align with both divisional and university goals, working with the Office of Faculty and Physician Recruiting and Onboarding to ensure all academic cases are properly tracked, learning and applying departmental, divisional, and university Workday practices and procedures, and implementing training materials and workshops for incoming academic affairs personnel across the division. The Director of Academic Systems Management and Training will report directly to the Senior Director of Academic Affairs.

Responsibilities

• In consultation with Senior Director, design and implement training materials and Academic Affairs Staff Orientation sessions, develop and manage ongoing training schedule for Service Delivery Units.
• Serve as the OAA lead/point person for Interfolio, REDcap, and Workday related questions, establishing standards and best practices.
• Pilot the new Interfolio template redesign and manage the template distribution process.
• Manage and maintain REDcap changes and updates with a proactive approach.
• Create and run routine and complex academic reports for senior leadership and other stakeholders across the enterprise.
• In consultation and collaboration with Associate Deans and Senior Director, review and overhaul OAA policy and procedure documents and website, ensuring quality and effectiveness, and establishing a cadence for regular reviews and updates.
• In consultation with Associate Dean, Senior Director, and Director of OFPRO, provide coverage for academic tracking system when needed to ensure continuity of operations.
• Create and maintain academic affairs calendar; send quarterly Workday reports to Service Delivery Units on pending cases.
• Utilize excellent oral and written communication skills to inform departments and Service Delivery Units of university and divisional process and policy change/updates in a proactive and timely manner.
• Engage with and leverage AI tools to streamline and enhance work and projects.
• May manage/supervise staff; provides training, coaching, and mentoring in order to enable individual and team success.
• Creates training and programming for faculty and chair development and recommends training and/or program improvements.
• Conducts complex research and data gathering (e.g., Internet research, surveys), project planning, and implementation for a wide range of projects.
• 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 7+ years of work experience in a related job discipline.
• Certifications: ---

Preferred Qualifications

• Education: Master's degree strongly preferred.
• Experience: At least 3-5 years of University administration, academic affairs, and/or HR experience.
• Prior experience with academic recruitment processes for faculty and other academic appointees.
• Prior experience with HR management systems, such as Workday, Interfolio, or similar, including data collection and process improvement.
• Technical Skills or Knowledge: Proficiency with Microsoft Word and Excel; Adobe document management; Interfolio document management portal; and learn new technology.
• Preferred Competencies: Operational leadership skills and provide direct and indirect supervision of work.
• Strong analytical and decision-making skills.
• Strong attention to detail, and manage multiple priorities and responsibilities effectively with limited guidance.
• Communicate University and divisional procedures and policy clearly and tactfully.
• Partner with different levels of the organization and across different functional areas to achieve desired results.
• High degree of organization, follow-through, and project managements kills.
• Excellent written and verbal communication skills.
• Handle sensitive and confidential situations and information with absolute discretion.
• Excellent problem-solving skills.

Application Documents

Resume/CV (required) Cover Letter (preferred)

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

Working Conditions

Office environment.

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 FLSA Status Exempt Pay Range $110,000.00 - $160,000.00 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-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. The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world. We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government.

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