Project Asst. IV/Collegiate Division Coordinator

Apr 08, 2017
Institution Type
Four-Year Institution
About The Unit: The Humanities Collegiate Division (HCD) and the Social Sciences Collegiate Division (SSCD) are the two largest of the five undergraduate divisions within the University of Chicago's undergraduate college. The five collegiate divisions provide a balance between a demand for specialization within undergraduate education and the need to provide a strong academic foundation through rigorous general education. The HCD and SSCD are home to forty-one different majors and minors as well as twelve of the College's Common Core sequences. While the College serves as the primary academic center for all undergraduate students, collegiate division courses and programs are taught and overseen by faculty, staff, and graduate students from across the university. The collegiate divisions oversee the administration of undergraduate curriculum and coordinate undergraduate offerings administered by the university's graduate divisions. The staff of each collegiate division works under the leadership of a faculty Divisional Master to implement policies and procedures that uphold the College's longstanding tradition of exceptional curriculum and facilitate business operations within the division's administration.

Unit Job Summary: Under the general direction of the Humanities Collegiate Division (HCD) and Social Sciences Collegiate Division (SSCD) Administrators and Collegiate Masters, the Collegiate Division Coordinator performs complex and diverse administrative duties in support of the day-to-day operations of the HCD and SSCD. The Coordinator collaborates with a range of staff, faculty, graduate students, and other academic personnel across the university in order to facilitate the Social Sciences and Humanities Core infrastructure. Serving as a source of information and point of communication, the Coordinator acts as a liaison between HCD and SSCD populations and the broader university community. The Coordinator also works independently, developing policies and procedures designed to manage Core resources and execute administrative responsibilities efficiently, and must frequently balance long-term projects with urgent tasks. Essential Functions and Responsibilities 1. Facilitate the HCD and SSCD Core Instructional Infrastructure (30%): - Independently manage the Core textbook and desk copy order process for the twelve HCD and SSCD Core sequences; - Coordinate Core events, such as evening lectures and film screenings; - Create and maintain an electronic archive of relevant Core course files; - Interpret and convey College policies to students, faculty, and other personnel; - Liaise between Core instructors and other university offices to access resources, resolve problems, and locate information. 2. Direct the HCD and SSCD Core Teaching Application Process (20%): - Maintain the HCD and SSCD online application site content and submission forms; - Respond to questions about the application process, teaching positions, Core sequences, and College teaching policies; - Collect application materials and track application completion; - Prepare application files for the selection committee's review; - Prepare reports on application data for Core faculty and College administration. 3. Support Operations of the HCD and SSCD Masters' Offices (30%): - Compile, review, and submit the HCD and SSCD portions of the online course catalog; - Assist in the processing of teaching appointments for teaching assistants, preceptors, lecturers, and other instructional staff; - Prepare and maintain personnel files for teaching interns, teaching assistants, and preceptors; - Compile data and prepare reports relevant to the HCD and SSCD infrastructure; - Assist the HCD and SSCD administration with special projects. - Assist the HCD and SSCD administration with financial management tasks. 4. Coordinate and Maintain Content on the HCD and SSCD web pages (20%) - Develop and/or solicit feature content for publication on the HCD and SSCD web sites on a regular basis; develop strategies for engaging and dynamic content; - Communicate on an ongoing basis with departmental administrators and divisional staff for content updates and feature ideas; - Collaborate with College Web Media team and Humanities Communication staff for content and idea sharing; - Keep the Events section up to date with relevant divisional opportunities and deadlines.

Unit Education: - High school diploma or equivalent required - Bachelors degree or advanced degree preferred

Unit Experience: - Minimum one year of administrative experience; - Advanced level of proficiency in Microsoft Excel, Word, Outlook, and Adobe Acrobat; - Demonstrated success in working independently, showing initiative, dependability, excellent judgment, and problem-solving skills; - Strong organizational skills, ability to prioritize and manage concurrent tasks with interruptions, ability to meet deadlines and respond to many email, in-person, and phone requests in a timely fashion; - Minimum one year of experience writing and/or editing content for web sites or similar publications required; some experience working with content management systems preferred; - Demonstrated ability to handle highly confidential information related to students, faculty, and staff with discretion and according to regulations; - Demonstrated ability to work under pressure and manage effectively competing demands; - Ability to learn new systems and adapt to change; - Strong written and oral presentation skills. Preferred: - Experience working in university administration or a university environment preferred; - Knowledge of University of Chicago institutional organization preferred; - Some experience working with file sharing systems preferred.

Unit Job Function Competencies: Mental Demands: Planning, attention to detail, analytic and problem solving skills, confidentiality, oral and written communication, diplomacy and the ability to cultivate collegial relationships, follow up on long-range tasks, ability to manage stressful situations, ability to handle multiple assignments at any given time (often under time constraints), ability to respond in a helpful manner to administrative questions or concerns. Physical Demands: Some physical effort required; ability to bend and stoop to reach files; ability to transport books and supplies between university offices; light lifting; ability to use a computer for extended periods; ability to use keyboard, mouse, computer, telephone, fax, scanner, photocopier, and other office equipment; ability to travel frequently between university offices.

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