Undergraduate Affairs Administrator

University of Chicago; Chicago (IL); On-site; USD 65,000 - 75,000; Full time

Job summary

The University of Chicago invites applications for the Undergraduate Affairs Administrator in the PSD Geophysical Sciences: Administration. The role supports day-to-day operations of the department’s undergraduate programs, coordinating with faculty, staff, the Dean’s office, and the College to ensure smooth operations.

The position reports to the Director of Undergraduate Studies and the Department Administrator, handling enrollment, petitions, events, and course information while maintaining

Qualifications

• Minimum requirements include a college or university degree in related field.
• Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.
• Experience in an academic or educational setting is preferred.
• Strong computer skills and knowledge of Microsoft Office Suite and related tools.

Responsibilities

• Organize and execute day-to-day administrative activities for the department’s undergraduate programs.
• Represent the department in meetings with College Advisors and other offices as needed.
• Provide support to instructors and teaching assistants for course-related matters.
• Oversee student progress toward degree requirements and graduation timelines.
• Coordinate logistics for undergraduate events and program information sessions.
• Manage enrollment and assist with the registration process and field trips.

Skills

Communication skills

Organizational skills

Attention to detail

Interpersonal skills

Problem solving

Education

Earth and Planetary Sciences degree

Environmental Science degree

STEM-related degree

Tools

Canvas

Microsoft Office

Database tools

Job description

Department

PSD Geophysical Sciences: Administration

About the Department

The Department of the Geophysical Sciences provides a vibrant venue in which scientists carry out research across several broad subject areas that span the past, present, and future evolution of the Earth, its life, and its cosmic environment. We pride ourselves in the innovative and interdisciplinary research of highly accomplished faculty, postdocs, graduate students, and undergraduates, all of whom push the boundaries of their respective fields. The Department supports a PhD program in Geophysical Sciences while offering undergraduate degrees in both Geophysical Sciences and Environmental Science and a master’s degree in Environmental Science. These programs allow students to discover, learn, and share knowledge about the natural processes that have and continue to shape our world and other planetary bodies. The Department is committed to fostering an environment where individuals from all backgrounds can grow and become the unique scientists they wish to be.

Job Summary

The Undergraduate Affairs Administrator is responsible for the administrative aspects of day-to-day operations of the department’s undergraduate programs. Provides operational support, project management and program planning in service to faculty, students, and staff. Collaborates with faculty and staff in the department, Dean’s office, and in the College to ensure that the operations of the Undergraduate program are effectively run. The position serves under the guidance of the Director of Undergraduate Studies and the direct supervision of the Department Administrator.

Responsibilities

• Organizes and executes the day-to-day administrative activities for the department’s undergraduate programs, providing support to the faculty Director of Undergraduate Studies.
• Represents the department by attending meetings with College Advisors, including regular meetings with liaison in Advising Office, and the PSCD Master as needed.
• Provide support to Instructors and Teaching Assistants for course related matters.
• Serve as primary contact for incoming undergraduate petitions.
• Oversee student progress toward completion of program requirements; advises undergraduate students about deadlines and coursework requirements.
• Monitors student progress towards graduation requirements by regularly reviewing student transcripts in the Winter Quarter and Summer Quarter to ensure that students are on track to graduate.
• Work on behalf of the chair to monitor missing grades and follow up with faculty who have not submitted grades each quarter.
• Organize logistics for undergraduate events, including, GeoUnion events, Undergraduate Research Expo, and program information sessions. Represent department at undergraduate orientation and open house events.
• Manage the student registration process; troubleshoots and resolves any enrollment issues.
• Send out exit interviews for graduating students, compile and analyze responses.
• Assist faculty with enrollment for PhySci core classes.
• Maintain and update the College Catalog on behalf of the department; compile and post list of undergraduate courses on offer each year.
• Collaborate with the department chair and graduate student affairs administrator to manage the academic year course schedule for undergraduate & graduate student courses.
• Collaborate with the curriculum committee to create new courses in CIM.
• Assist faculty in submitting funds requests from the PSCD for upgrades to instruction spaces and materials.
• Maintain and organize the department teaching collections and equipment.
• Assist with classroom or technology requests, including assisting faculty with Canvas page support when requested.
• Troubleshoot problems with teaching room AV, such as projectors, and report to AVS as needed.
• Coordinate exam rooms; arranges room/time for students granted accommodations by the Student disability office and when changes need to be made after Registrar exam schedule is released.
• Coordinate with faculty to purchase teaching and lab materials.
• Manage access to teaching labs, resetting and distributing door codes quarterly.
• Organize the logistics of departmental field trips and fieldwork, assisting with rental car and flight reservations, booking lodging, assisting with reimbursements related to field trips and field work.
• Oversee department field vehicle; registering new drivers with risk management, handling vehicle reservation process, updating vehicle registration, and scheduling oil changes and vehicle service as needed.
• Compile course evaluations for hiring and promotion cases as needed and TA course evaluations as needed.
• Assist in handling student, faculty, staff, and visitors complaints/issues.
• Serve as the department liaison with the Registrar Office, textbook publishers, campus libraries, bookstore.
• Gathers and analyzes data concerning program performance, and writes reports. Monitors program budgets.
• May review work of and serve as a resource to program support staff and program instructors.
• 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:

• Degree in Earth and Planetary Sciences, Environmental Science, related fields, or other STEM field.

Experience:

• Working in an academic or educational setting
• Working in a laboratory setting

Technical Knowledge or Skills:

• Strong and broad computer skills (word processing, database, spreadsheet, e-mail, and web), including a strong knowledge of Microsoft Office Suite.
• Familiarity with topics in Earth and Planetary Sciences, Environmental Sciences, and/or an interest in learning

Preferred Competencies

• Excellent written and oral communication skills to communicate effectively and cultivate positive working relationships with students, staff, and faculty.
• Strong attention to detail and ability to follow guidelines,policiesand protocols.
• Excellent interpersonal skills including outstanding judgment, discretion, a strong ethical approach to decision-making and a demonstrated ability to resolve conflicts fairly and diplomatically, and ability tomaintainconfidentiality.
• Ability to work independently, take direction, and achieve consensus.
• Excellent organizational skills, problem solving ability, and attention to detail.

Application Documents

• Resume (required)
• Cover Letter (required)
• References (required)

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

Job Family

Academic Affairs

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

$65,000.00 - $75,000.00

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 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.