Associate Director of Operations and Academic Affairs
The University of Chicago

Job Info

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Department

PSD Computer Science: Administration and Staff

About the Department

The Department of Computer Science is an academic department that has a rich history of advancing and defining new fields of discovery in the physical sciences and computer science, and this tradition continues today. Our inquiry and impact spans from the edge of theory to human-computer interaction to Data Science. We are part of the Physical Sciences Division which includes academic departments and several interdisciplinary research institutes and centers.

Job Summary

Reporting to the Department Manager, the Associate Director of Operations and Academic Affairs in Computer Science manages all aspects of academic hiring and ensures compliance with University and Federal guidelines. As a member of the Computer Science team, the Associate Director of Operations and OAA Affairs works closely with the department's leadership and staff to support the faculty and overall operation of the program. This individual will manage operational and tactical details within the Department, provide key operational support for academic affairs, and will coordinate activities and functions with internal and external constituents.

Responsibilities

• Works with Department Manager to coordinate and oversee the department's daily operations.
  
• Performs ongoing assessment of office organization and function, identifies operational deficiencies, recommends, and implements solutions.
  
• Manages various HR activities for staff employees, including hiring, termination, time and attendance, payroll, as well as employee and labor relations.
  
• Supervise department administrative staff and temporary employees and who perform general administrative support tasks.
  
• Facilitates professional development opportunities for the operations staff to advance their knowledge and creativity in the work they do.
  
• Responsible for training office staff on office procedures.
  
• Supervises student support positions.
  
• Manages special projects or functions related to the business of the organizational unit.
  
• Manages all aspects of the appointment, reappointment, and promotion processes for OAAs in CS and subordinate programs including reviewing cases for accuracy and making independent judgment on edits or additions, liaising with Dean's Office on edits and additions, and the Provost's Office through case approval.
  
• Manages the visa process for OAAs, working closely with the Office of International Affairs to ensure that issues are resolved in a compliant and timely manner.
  
• Reviews and approves OAA academic job postings in Interfolio.
  
• Works with the Director of Undergraduate Studies for new instructional faculty, reappointment, and promotion of union faculty.
  
• Ensures that Department of Computer Science OAA academic affairs actions are compliant with PSD and University guidelines for each unique appointment type.
  
• Continues to stay abreast of updates and changes to the guidelines for each of the appointment types used within the PSD and creates systems and processes to disseminate information to the department and programs.
  
• Troubleshoots complex problems or concerns related to the appointment, reappointment, and promotion of Computer Science OAAs in consultation with the Dean's Office and Provost's Office when appropriate.
  
• Responsible for providing information on benefits and benefit questions for OAAs, including leaves, academic benefits, etc., understanding the differences between ranks and eligibility.
  
• Advocates for the needs of the Department and Computer Science to the Dean's Office when exceptions are needed, including helping to develop and write the business case, in consultation with the Chairman.
  
• Uses best practices to develop and execute organization's operational and overall strategic plan. Develops and implements relevant policies and procedures and ensures compliance.
  
• Plans, develops, analyzes and manages budget, including developing multi-year budget forecasts. May oversee the preparation and management of grant and contract proposals, ensuring compliance with all University, federal and private foundation guidelines and regulations. Develops financial reports and assists with seeking funding for grants.
  
• Performs other related work as needed.
  

Minimum Qualifications

Education:
Minimum requirements include a college or university degree in related field.
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Work Experience:
Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.
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Certifications:

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Preferred Qualifications

Experience:

• Experience working with HR systems like Interfolio.
  
• Experience in academic institutions.
  
• Supervisory experience.
  

Preferred Competencies

• Ability to interact successfully with diverse constituencies including the ability to resolve problems with a high degree of discretion, diplomacy, and tact.
  
• The ability to shift responsibilities as needed based on departmental needs.
  
• Strong project management skills.
  
• Ensures program and operational excellence and optimization.
  
• Excellent written and verbal communication skills, including the ability to clearly communicate to a diverse audience including students, faculty, and staff.
  
• Excellent organizational skills and constant attention to detail.
  
• Ability to work independently with minimal guidance.
  

Working Conditions

• This position is eligible for a hybrid work schedule.
  

Application Documents

• Resume (required)
  
• Cover Letter (preferred)
  
• References (preferred)
  

When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management

Role Impact

Individual Contributor

FLSA Status

Exempt

Pay Frequency

Monthly

Scheduled Weekly Hours

37.5

Benefits Eligible

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or 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.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

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

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