Manager, Academic Appointments

Location
Chicago
Posted
May 16, 2017
Institution Type
Four-Year Institution
About The Unit: Reporting to the Associate Dean for Academic Affairs and Capital Planning, the Manager of Academic Appointments is responsible for processing the new-hire and promotion activities for Faculty and Other Academic Appointees in the Social Sciences Division (SSD), including approximately 200 tenured/tenure-track Faculty and 150 Other Academic Appointees (postdoctoral fellows, lecturers, research associates, and academic visitors). The Manager of Academic Appointments will: - Understand the full range of academic appointment classifications available to the Social Sciences Division (SSD) and provide guidance to departmental staff on proper classification, search/appointment requirements, and best practices to achieve departmental goals. - Ensure the procedural integrity of all academic reviews in the SSD and its Departments/Units, including initial appointment for new hires, reappointment, and promotion, as well as leave of absence, retirement, resignation, and termination of academic appointees; oversee quality control on academic appointment cases including job postings, advertisements, and case preparation; actively manage cases through every stage of the review and approval process to ensure timely decisions. - Maintain comprehensive records of appointments, joint appointments, affiliations, and administrative service assignments of SSD Faculty. - Manage all payroll and human resources actions for Faculty and Other Academic Appointees (OAA), working directly and collaboratively with the Provost's Office, Payroll, and the Benefits Office to trouble-shoot and resolve non-routine cases; provide direct on-boarding support to all new academic appointees; support the visa application process for international hires and visitors; create and maintain University electronic IDs for Faculty and OAAs (including exceptions to standard processing, such as pre-feeding and bridging); coordinate with departmental and other Divisional staff to ensure all preparations are made in time for arrival, including office assignment, computer purchase, telephone activation, and research/start-up funding account. - Prepare data and reports related to academic appointments to support academic departments and upper management in the Division.

Unit Job Summary: The Manager of Academic Appointments will serve as the Divisional expert and primary user of multiple administrative tools including: Academic Career Opportunities (the University's online job posting board for Faculty and OAA positions), Workday (the University's Human Resources information system), and the Division's Faculty Annual Reporting system, along with other internal record-keeping. Accurate data-entry, record maintenance, and periodic audit of information to correct inaccuracies are essential job duties. The Manager of Academic Appointments may also develop offer letter templates and draft related memos and other correspondence from the Dean for new faculty appointments and for faculty renewal, tenure, promotion, and service appointments. The academic appointment process requires effective partnership with collaborators in multiple academic and administrative offices. The incumbent will work directly with departments, Faculty, and Other Academic Appointees, as well as upper-level University administration, to manage complex business processes and handle sensitive personnel information. The Manager must consistently exercise sound judgment, partner effectively with colleagues, and operate successfully within multiple levels of organizational authority. The Manager of Academic Appointments is also a direct service position with an expectation of exceptional service quality. The Manager must anticipate potential complications in non-routine cases, proactively trouble-shoot and resolve or recommend resolutions to supervisors/partners, and personally support cases through to complete resolution in a way that minimizes administrative burden and uncertainty for Faculty and Other Academic Appointees. Continual assessment and improvement of process is an important requirement of this position. The Manager will develop internal management practices and standard operating procedures to optimize the use of business systems (including Workday), develop and deliver specialized training for departmental administrative staff involved in academic affairs, anticipate and resolve common or recurring misunderstandings related to appointment procedures, and continually refine and communicate the Division's internal academic appointment processes while adhering to University requirements.

Unit Education: Bachelor's degree required.

Unit Experience: Minimum three years progressively responsible administrative experience required. Experience working with faculty in an academic setting strongly preferred. Project management and process improvement experience strongly preferred.

Unit Job Function Competencies: Capacity to understand and engage with the values and principles that inform administrative policy and practices required. Excellent oral and written communication skills ? the ability to communicate directly with faculty clients and provide excellent customer service to build strong client relationships is required. Experience using complex databases required. Record of exercising sound independent judgment required. Excellent interpersonal and customer service skills required. Ability to handle sensitive situations and information with tact and discretion required. Ability to maintain calm and courteous demeanor and work productively during periods of heavy workload, competing priorities, complex problems, and tight deadlines required. Superior problem-solving skills required. Considerable skill working both independently and as part of a team required. Record of taking initiative and completing projects with minimal supervision required. Ability to handle multiple tasks and assignments simultaneously required. Ability to set priorities and meet deadlines required. Excellent organizational skills required. Excellent verbal and written communication skills required. Proven ability to exercise independent judgment, interpret and communicate policy, and develop new administrative systems in response to emerging operational needs required.