Coordinator, Academic Affairs

Job description

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 that gives us the tools to articulate deep truths about ourselves. The Division comprises seventeen degreed programs and other interdisciplinary centers with approximately 800 students enrolled in our PhD, MFA, and MA programs and over 200 academics and faculty all of whom come from areas throughout the world. Humanities Administration within the Division of the Humanities provides service to the University of Chicago's Humanities community by managing key administrative matters. The Academic Affairs Office within Humanities Administration specializes in the recruitment and support of faculty and other academic personnel.

Job Information

Job Summary:

The Coordinator, Academic Affairs, assists and reports to the Director, Academic Affairs, and provides administrative support to staff within the Dean's suite. The Coordinator assists with the faculty and academic appointment processes and provides administrative support to managers and other executives in the Dean's suite.


75% Office of Academic Affairs

  • Learns and interprets the Provost's and divisional policies, practices, and processes for academic personnel actions such as hiring, promotions, tenure, renewals, leaves, etc.
  • Ensures academic search files submitted by departments are compliant, and if not, works collaboratively to resolve discrepancies.
  • Enters employment actions into Workday , the University's Human Resource system.
  • Enters employment commitments into Tracker database.
    • Participates in determining and conducts quality control (QC); corrects data creep errors; develops and maintains QC standards.
  • Continually creates and regularly evaluates opportunities for enhancing content and storage of academic appointment information, improving internal divisional communications, and develops and converts processes from paper to electronic format. The Coordinator will actively participate in the process of creating a new database system to store academic appointee data.
  • Maintains up-to-date recordkeeping.
  • Runs reports in Workday, and develops reports in Tracker and Excel to keep appropriate personnel informed of upcoming employment changes.
  • Investigates, collects, and submits data requests on behalf of the Provost's office regarding the academic bargaining unit.
  • Acts as a backup to the Director, Academic Affairs when she takes time off.
  • Provides temporary, minimal calendaring/administrative support to the nascent Digital Humanities Program.
  • Collaborates with divisional and other university payroll personnel; acts as extra backup support to the HR/Payroll Administrator with regard to academic payroll actions.

25% Administrative Support
  • In consultation with the Dean's Executive Assistant, serves as the first point of contact for and greets the Dean's visitors; ensures that there is coverage at all times for greeting the Dean's visitors; acts a backup for the Dean's calendaring work; answers divisional phone line; provides support with the Dean's events; manages the suite's business machines and supply inventories.
  • Performs calendaring work for two Deputy Deans as related to deputy dean activities.
  • Provides calendaring support (about 5 times per year) to other staff in the Dean's suite.


The following are required.
  • Ability to be friendly and welcoming.
  • Refined planning and organization skill sets.
  • Impeccable written and oral communications skills.
  • Ability to advise others on proper procedures with a goal toward teaching rather than being critical or punitive.
  • Ability to understand and interpret employment commitments accurately and ensure data is tracked appropriately.
  • Ability to develop and maintain a quality control-standards manual and keep information current.
  • Attention to detail and being accurate.
  • Ability to interpret scheduling needs and schedule appointments appropriately.
  • Flexibility and adaptability, able to shift styles to fit the needs of a wide range of people, cultures, and departments.
  • Ability to easily develop deep, trusting relationships with diverse individuals from many different backgrounds.
  • Ability and willingness to learn.
  • Ability to learn university HR, the Provost's office, and technology systems within a reasonable amount of time.
  • Ability to navigate MS Word, Excel, Outlook at an intermediate level within three months.
  • Familiarity with working in databases.
  • Ability to contribute ideas to develop a new Tracking database system.
  • Manages own and others' time effectively to deliver work on time.

Additional Requirements

Education, Experience, and Certifications:

  • High school diploma or equivalent required.
  • A Bachelor's degree or the equivalent work experience preferred.

  • Experience working with large sets of complex data in electronic format required.
  • Experience and proficiency with a broad range of software applications required (e.g., Outlook, Excel, PowerPoint, Adobe Acrobat, FileMaker Pro) preferred.
  • Experience with change management and implementing new workflow processes preferred.
  • Experience with data analysis preferred.
  • Experience working with central administrative units within a complex research university environment preferred.
  • Experience working with the academic appointment process within a university preferred.

Working Conditions and Physical Requirements:
  • Office environment
  • Minimal evening and weekend work – maybe once 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

Required Documents:

Please supply the documents below which are required. Candidates, please note that when at the Attach Documents page of the application process, please use the ‘+' sign to attach documents beyond the resume.
  • Resume.
  • Cover letter, which is to include your interest in this position.
  • List of references.
  • A response to the following: What do you find or what would you imagine to be a complicated factor within the academic appointment processes?

Job candidates: please ensure that you submit 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.

Benefit Eligibility

Pay Frequency

Pay Range
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?

Posting Date

Remove from Posting On or Before

Posting Statement:

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff 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.

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: Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

Full time

About Us
The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world.

We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government.

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Job No:
Posted: 3/2/2018
Application Due: 5/1/2018
Work Type: