Department Administrator, Germanics
Hyde Park Campus
21200 Hum Div-Admin
About the Unit
The academic departments of the Division of the Humanities have set an international standard for humanistic inquiry. Widely known for their interdisciplinary approach to scholarship and exchange of ideas, the Division's faculty consistently produces pioneering research in a wide range of humanistic fields. The Division comprises eighteen degree-granting departments, committees, and interdisciplinary centers and programs with approximately 1,000 students from around the world enrolled in our PhD, MFA, and MA programs. Faculty specializations span the globe and range from the ancient world to contemporary language and literature, but paths of inquiry are strongly interdisciplinary and traditional field boundaries are often traversed. The Department Administrator is the employee who provides core administrative services to facilitate and support the work of the Germanic Departments' faculty and students, and of the Division of the Humanities.
Reporting to the Department Chair, the Department Administrator manages the business operations, faculty- and student-related administrative work for the Department of Germanic Studies in consultation with the Directors of Graduate and Undergraduate Studies and faculty committees, and within the guidelines of divisional administration. The Administrator manages high levels of complexity by planning, directing, coordinating and managing the daily operations of the Department, and works to minimize the administrative workload of faculty who hold administrative positions.
Job candidates: please ensure that you submit all of the required documents as listed in the ‘Required Documents' section below. Please also be aware that when you reach the Attach Documents page of the application process, use the ‘+' sign to attach additional documents beyond the resume.
- Develops, manages, and analyzes budgets and makes short- and long-term plans for endowed and gift funds and for capital proposals; drafts student teaching budgets; conducts regularized variance analysis on the budgets and provides ad hoc reporting; oversees finances and ensures reimbursements/bills and procurement services are managed.
- Strategizes and implements long-range plans to improve operational functions; develops and maintains policies and guidelines as appropriate; consults with divisional administrative staff as needed.
- Advises the department Chair and/or faculty committees on upcoming projects well in advance of execution, e.g., project scope, deadlines, etc.
- In consultation with the divisional Computing Office, helps design databases for student, curricular, and operational needs and keeps information in all databases current.
- Develops marketing materials, setting style and content of web pages; maintains the Department's website keeping information up-to-date; generates text materials about the program to send to potential applicants / post on the web; creates content for and posts on social media.
- Working with faculty and student committees, contributes to the planning of departmentally sponsored events and ensures the events are well executed by following through on all logistics from inception to tear down; provides guidance on how student or faculty led workshops, conferences, or other ancillary departmental events (readings, performances…) can be adequately staffed.
- Serves as primary liaison and resource for faculty recruitment and on-boarding processes as well as for hiring lecturers and language instructors; guides academic search committees and works in consultation with the Division's Director of Academic Affairs; advises committee on academic hiring policies procedures; drafts letters and memos on behalf of the department Chair; maintains job postings and coordinates files to meet requirements for the Dean, College Master, and the Provost; tracks and organizes faculty annual reports and review processes; assists the Department Chair as needed.
- Plans and administers a variety of student services: manages admissions and facilitates related activities; flags applications with the specific field of study to facilitate faculty review, plans and executes orientation activities; creates/analyzes reports to inform future enrollment strategies; manages quarterly registration; reviews and confirms students meet the program's milestones and degree requirements; collaborates with faculty advisors or college counselors on advising students on requirements or with career advice, while also recognizing when and to whom to escalate more serious concerns, e.g., University Counseling Services; analyzes course offerings and makes proposals for courses if areas of the program are being neglected, manages course submissions and proofs with the Office of the Registrar.
- Develops programming to address concerns or to enhance student experience, e.g., may suggest a workshop on how to prepare for the orals exam or to develop an alumni engagement program such as planning networking opportunities for current BA, MAPH, and PhD students.
- Serves as the point person for information about the program and department and as the conduit between the Department and the Division; ensures all office operations are in working order, e.g., supply inventories, office equipment, housekeeping matters, etc.
- Ability to work effectively in a complex administrative structure
- Ability to be a project manager/leader
- Ability to strategize effectively and have strong analytical skills
- Excellent writing skills in English with proofreading and editing accuracy, coupled with the ability to write in the voice of others.
- Skilled at understanding separate cultures with the ability to provide services and meet deadlines to the Department and to others outside of the Department.
- Ability to effectively and routinely use University systems such as the Financial Accounting System, Business Objects, the General Expense Management system, and others
- Ability to develop and maintain a budget and to produce budget/financial reports at a moment's notice
- Ability to extrapolate information from central university systems, and provide data analysis and regular reporting
- Ability to use Excel at an intermediate level
- Skilled at time management
- Skilled manager with leadership qualities
- Ability to develop programming to enhance the student experience
- Ability to recognize when student needs should be taken to a higher level
- Ability to be organized and efficient, and to know how to prioritize
- Ability to have strong attention to detail while also maintaining perspective on the overall needs
- Ability to be of service to all constituents of each department
- Ability to maintain a website including developing content
- Ability to develop marketing materials including using graphic design programs
- Ability to meet deadlines, maintain confidentiality, anticipate and resolve problems, work independently and as part of a team
- Ability to act independently, decisively, and with good judgment, coupled with the ability to keep colleagues and supervisors appropriately informed and involved
- Ability to cultivate strong, positive working relationships with and to treat and provide service equally to a large and varied set of constituents, such as faculty members, individual students and student groups, foreign visitors, and representatives of other administrative units.
- Ability to work an occasional weekend or evening, most likely only a few times per year.
- Familiarity with the study of Germanics culture and literature
- Familiarity with the University of Chicago
Education and Experience:
- Bachelor's degree with a minimum of two years of administrative experience in a student affairs, academic support or closely-related environment, or a minimum of three years of administrative experience in a closely-related position required.
- Experience working in an office setting is required, preferably in a higher education institution
- Experience with Microsoft Office, standard email, and Internet applications required
- Experience juggling multiple and complex projects simultaneously, while being accurate and meeting deadlines required
- Experience effectively using social media outlets, e.g., Facebook, Twitter, LinkedIn, blog posts preferred
- Experience using Slate, Chalkboard, and Business Objects preferred
Working Conditions and Physical Requirements:
- Office environment
- Minimal evening and weekend work, maybe 1-4 times per year
- Fast-paced environment
- Ability to lift up to 25 lbs.
- Ability to push carts with up to 40 lbs. of material
- Ability to sit at a computer for 2-4 hours.
- Periodic walking to other campus locations
- Climbing up to 5 flights of stairs
Candidates: please supply the documents below which are required.
Also, please note that when at the Attach Documents page of the application process, please use the ‘+' sign to attach documents beyond the resume.
- Cover letter that is to also include your interest in this position.
- List of references
- A response to the following:
As you review the responsibilities as listed in the job description, please let us know what questions you have about any of these tasks. For example, are there any responsibilities with which you are or are not familiar, and if so, describe your experience or concern with them? Please limit your response to one page.
(Note: When applying, all required documents MUST be uploaded under resume/CV section of the application.)
Depends on Qualification
Scheduled Weekly Hours
Job is Exempt?
Drug Test Required?
Does this position require incumbent to operate a vehicle on the job?
Health Screen Required?
Background Check Required?
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