Sr. Administrator, Student Affairs

Job description

Hyde Park Campus

21200 Humanities Divisional Administration

About the Unit
Since the founding of the University of Chicago in 1892, the departments of the Division of the Humanities at Chicago have set an international standard for humanistic inquiry. The Division's faculty consistently produces pioneering research in the study of language, literature, and culture. The Division of the Humanities comprises nineteen degreed programs, with about 800 students from around the world enrolled in our PhD, MFA, and MA programs. Our interdisciplinary centers and programs support faculty and student research interests that range from the civilization of the ancient Near East to the philosophy of mind, from computational linguistics to poetics, from film music to East Asian visual culture.

Job Information

Job Summary:

Reporting to and in collaboration with the Associate Dean of Students, Student Affairs, the Sr. Administrator, Student Affairs, provides administrative support to the Office of the Dean of Students and to approximately 800 PhD, MA, and MFA students as well as the degree-granting programs in the Division of the Humanities. These services encompass analyzing data, maintaining student records, tracking pre-, current-, and post degree information, assessing student teaching and employment eligibility and authorizing exception to policy, advising students and staff in departments of administrative degree requirements while referring them to the Assoc. DOS, the Dean of Students, or to other offices of the University when warranted, and managing the graduate student conference travel program. Manages the office's $50k operating budget which includes the graduate student conference travel expenditures, and manages about $8,000 for programming student social events. Organizes divisional student social events and works with the Humanities Division Graduate Student Council. Supervises temporary and student workers. Interacts with faculty, students, and staff on a daily basis both in person and via written communication. Ensures appropriate communication streams regarding deadlines and other important graduate program information and requirements are disseminated in a timely manner. The Sr. Administrator, Student Affairs, is the first point of contact for most inquiries and must be well versed in student policies to advise department administrators accurately, with courtesy and professionalism.



Liaises with Humanities Computing and the departments on the timely and accurate implementation of changes to the Humanities student database and the enhancement of reporting tools. Using the University and Humanities students' database systems, analyzes data points and produces reports by cross parameters such as demographics, milestones, competitions, and degree program requirements. Validates information and corrects data as appropriate, and identifies trends and makes recommendations for student affairs process improvements. These duties constituent about 15% of the position.

Advising and Recordkeeping:

Advises applicants and admitted students on admission requirements, processes, and divisional and University resources; verifies transcripts of previous institutions attended; guides international students with tax paperwork; guides students and departmental administrators on program requirements; verifies that students are meeting milestones such as meeting candidacy and language requirements or dissertation defense requirements, and denies advancement if student's progress is out of compliance; refers complex matters to the Associate Dean of Students or the Dean of Students; commands accurate knowledge of policies and practices and has an up-to-date understanding of details related to health insurance, fees, fellowships, academic program degree requirements. These duties constituent about 35% of the position.

Social Events:

Develops and coordinates quarterly divisional social events to create community amongst the graduate students in the 19 degreed programs. Determines events of interests to the students, makes event arrangements from reserving space to working with caterers, and is responsible for the social events budget. Works with the Humanities Division Graduate Student Council, attending their quarterly meetings, providing guidance and advice as needed, oversees the Council's quarterly budget and coordinates between the Council and the departmental administrators of the 19 degree programs. Assists the Dean and Dean of Students with logistics to host the Student Advisory Board and their meetings. These duties constituent about 10% of the position

Travel Grants, Student Teaching and Employment:

Leads the divisional Conference Travel Grant program by crafting communications of requirements and deadlines; confirms eligibility requirements; arranges reimbursements, tracks award recipients and maintains records. Monitors student teaching assignments and authorizes those who are eligible for additional pay; tracks student employment and identifies those who are out of compliance with University policy; authorizes routine exceptions to policies. These duties constituent about 15% of the position.


Develops communications streams including composing copy regarding graduation policy, procedure, and deadlines; ensures students and department administrators are informed in a timely manner; sends communications via email, posts on the webpages and social media services; verifies prior degree information and composes verification letters on behalf of students. Builds authoritative graduation lists; collaborates in the graduation ceremony by overseeing faculty, student, and guest participation, and by creating invitations and tracking responses while coordinating with the Office of the Registrar and Events and Ceremonies. These duties constituent about 20% of the position.


Manages the Dean of Students Office's $50k operating budget which includes operations and conference travel budgets; ensures there are no cost overruns; provides routine reports on target spending and variances. Works with the Humanities Division Graduate Student Council on reconciling their quarterly departmental budget allocations with the departments. Keeps the office machines in working order; maintains supplies. Supervises the student worker and ensures communications are compliant. These duties constituent about 5% of the position.


The following are required:

  • Excellent written and oral communication skills to communicate effectively and cultivate positive working relationships with students, staff, faculty, and the general public.
  • Excellent interpersonal skills including outstanding judgment, discretion, a strong ethical approach to decision-making, a demonstrated ability to resolve conflicts fairly and diplomatically, and ability to maintain confidentiality.
  • Ability to think analytically and strategically.
  • Excellent skills in working with Excel, Word and relational databases
  • Ability to recognize patterns in data and funnel the information into concise datasets.
  • Ability to develop programming to enhance the student experience
  • Ability to organize events effectively
  • Ability to work independently, take direction, and achieve consensus.
  • Excellent organizational skills, problem solving ability, and attention to detail as well as accuracy.
  • Ability to manage day-to-day duties with efficiency and coordinate multiple long-term projects effectively.
  • Good judgment and capacity to balance competing goals.
  • Ability to manage web page information including social media posts.

The following are preferred:
  • Ability to identify priorities and remain flexible.
  • Ability to stay on task and shift priorities under constant pressure and interruption.
  • Ability to work occasional evenings and/or weekends.
  • Ability to accommodate seasonal, deadline-driven projects and special events.

Additional Requirements

Education, Experience or Certifications:

  • Bachelor's degree required.
  • Advanced degree in a humanistic field or higher education administration is preferred

  • Two years of relevant experience required.
  • Administrative experience or similar required.
  • Experience with standard computer programs (e.g., MSOffice Word, Excel, e-mail, internet applications) required.
  • Experience working in a non-profit or in higher education preferred
  • Project management experience preferred

Technical Knowledge or Skills:
  • Excellent computer skills, including knowledge of word processing, spreadsheets, and databases.
  • Ability to consolidate data into meaningful data sets.
  • Ability to be proficient at using the University's student information, financial, web interfaces and other job-related technology systems within a reasonable timeframe.
  • Proficiency with student information systems, PeopleSoft, strongly preferred

Required Documents:
  • Resume
  • Letter of Interest in this Position
  • List of references
  • Response to the following scenario: A PhD degree candidate calls you a few hours before the Divisional Graduation Ceremony. Her flight is delayed and she will not make it to the candidate lineup tent at the required time. Students graduating with their PhD have a faculty member on stage who hood them. By not being on time/possibly not making it at all will majorly affect the ceremony. What are the potential issues raised, and what would be the nature of the conversation with the candidate?

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 Qualifications

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: 10/11/2018
Application Due: 10/20/2018
Work Type: