Director, Academic Appointments and Payroll

Job description

Hyde Park Campus

23300 SSD-Administration

About the Unit
Consistently ranked among the top ten social science research universities in the world, the Division of Social Sciences is at the vanguard of inquiry and impact. Whether through the field-defining scholarship of the Chicago Schools in Sociology and Economics, the path-breaking impact of the first graduate international affairs program in the U.S., the creation of interdisciplinary programs in the Department of Comparative Human Development and the John U. Nef Committee on Social Thought, or many other pivotal milestones, the Division has repeatedly transformed the social sciences since its founding in 1930. The Division offers PhD degrees in nine disciplines and Master of Arts degrees in five interdisciplinary fields. The Division also offers a number of joint degrees, and these collaborative initiatives uniquely position the Division to pioneer creative modes of thinking about society's most complex issues.

Job Information

Job Summary:

Reporting to the Associate Dean for Academic Affairs and Capital Planning, the Director of Academic Appointments and Payroll is responsible for all HR and payroll actions (new-hire and promotion) for Faculty and Other Academic Appointees in the Social Sciences Division (SSD). Currently, this includes approximately 215 tenured/tenure-track Faculty and 150 Other Academic Appointees (postdoctoral fellows, lecturers, research associates, and academic visitors).


  • Understand the full range of academic appointment classifications available to the Social Sciences Division (SSD) and proactively advise 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; leave of absence, retirement, resignation, and termination of academic appointees; and administrative assignments. 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. Train new departmental administrators on academic search requirements; work with departmental administrators to identify new opportunities for continued training and support on best practices for academic searches, develop and lead training activities
  • 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.
  • Compile and analyze data related to academic appointments and develop reports to support academic departments and upper management in the Division.
  • Serve in role as search manager on Divisional searches, including hiring initiatives designed to increase the representation of women and under-represented minorities among the SSD faculty.
  • Provide leadership and follow-through in special initiatives in academic affairs and other related special projects as they arise.

  • Capacity to understand and engage with the values and principles that inform administrative policy and practices
  • 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.
  • Record of exercising sound independent judgment.
  • Excellent interpersonal and customer service skills.
  • Ability to handle sensitive situations and information with tact and discretion.
  • Ability to maintain calm and courteous demeanor and work productively during periods of heavy workload, competing priorities, complex problems, and tight deadlines.
  • Superior problem-solving skills.
  • Considerable skill working both independently and as part of a team.
  • Record of taking initiative and completing projects with minimal supervision.
  • 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.

Additional Requirements

Education, Experience, and Certifications:

  • Bachelor's degree required

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

Required Documents:
  • Resume
  • Cover Letter
  • Reference Contact Info

(NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.)

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: 3/6/2018
Application Due: 3/20/2018
Work Type: