Department Administrator - JR28405-3800 - The University of Chicago

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information, please see:
https://illinoisjoblink.illinois.gov/jobs/12408279 Department
SSD: Committee on Social Thought - Staff and Temporary Employees
About the Department
The John U. Nef Committee on Social Thought is an interdisciplinary,
Ph.D. granting graduate program. Its guiding principle is that the
serious study of many academic topics is best prepared for by a wide and
deep acquaintance with the fundamental issues presupposed in all such
studies. Students should learn about these issues by acquainting
themselves with a select number of major ancient and modern texts in an
interdisciplinary atmosphere, reading and studying these books in
discussion groups, tutorials, seminars, and independently. In their
dissertations, students do intense work on more specific scholarly
topics, but always inspired by and with a desire to be in conversation
with a wider intellectual culture.
Job Summary
The job provides professional support and solves straightforward
problems for a broad range of business operations and academic
activities. May develop and implement office procedures and policies and
ensures compliance. May prepare and monitor the budget for a unit.
Reporting to the Department Chair, the Administrator manages the daily
operations and administrative functions of the department, including
supporting faculty and students, and managing all logistical details for
departmental programming and activities.
Responsibilities
- Assists the Chair in all aspects of general administration of
day-to-day operations, including tracking deadlines for internal and
external business, identifying and communicating problems in a
timely manner, coordinating departmental activities such as
workshops, faculty meetings and special events (e.g., beginning of
the year party), collecting data, preparing reports, and
disseminating information as required.
- Manages the recruitment, appointment, and orientation processes for
faculty and other academic appointments.
- Oversees and manages all department operating and discretionary
accounts:
- Manages department's physical space, including coordinating offices
for visitors and teaching fellows, maintaining lounge and mailroom,
and keeping classroom and event schedules and event requests for
department seminars.
- Coordinates special projects, as needed.
- Supports faculty, students, and visitors (Visiting Professors,
Visting Scholars, and Non-Degree Visiting Students) with academic,
pedagogical, and professional development activities.
- Assembles, disseminates, and maintains the CST undergraduate and
graduate course teaching schedule.
- Coordinates varied types of arrangements for official department
visiting faculty and other official guests, including assistance
with travel, lodging, event venues, catering, publicity, and event
tech, processing reimbursements and honoraria.
- Manages and updates departmental website.
- Maintains graduate student records, arranges Fundamentals
(qualifying) examinations and doctoral presentations, and
communicates results to SSD Dean of Students office and others as
required.
- Enters all student program and progress tracking data into relevant
University systems (AIS, Stellic, etc.).
- Advises graduate students regarding departmental PhD requirements.
- Manages PhD admissions review process, coordinates prospective
student visits and new student orientation.
- Assists graduate students with course registration
issues/adjustments;
- Facilitates the quarterly degree-audit process for graduating PhDs
in coordination with the Dissertation Office.
- Maintains/updates department program requirement information on
department website and in designated announcement spaces (Canv s).
- Solicits and manages student applications for summer funding,
academic-year travel funding, and prizes, working closely with Chair
and DGS; processes relevant stipend adjustments.
- Responsible for training office staff on office procedures and
compliance protocols. Coordinates special projects.
- Assists in the monitoring of the various financial and budgetary
activities, including vendors contracts. Preparing and monitoring
the budget for a unit.
- Performs other duties as assigned.
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:
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Preferred Qualifications
Experience:
Experience in student affairs administration and/or advising students.
Experience coordinating special events from start to finish.
Familiarity with basic office management and procedures such as
scheduling, hiring, budgeting, personnel, etc.
Solid working exper