1) Reporting to the Department Chair, the Department Administrator manages the business operations, faculty- and student-related administrative work for the Department of Linguistics in consultation with the Directors of Graduate and Undergraduate Studies and faculty committees, and within the guidelines of divisional administration.
2) 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; other duties are as assigned.
3) 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.
4) 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.
5) Advises the department Chair and/or faculty committees on upcoming projects well in advance of execution, e.g., project scope, deadlines, etc.; supervises an assistant.
6) Manages the administrative processes for the degreed program; advises students independently about administrative degree requirements and other concerns as well as enforces requirements; forwards pedagogical or life crises situations to others; oversees administrative components of cyclical projects ranging from PhD admissions, orientation, registration and advising, to meeting milestones, ensuring degree requirements are met, and other related activities.
7) Tracks degree requirements and keeps records current; develops reports on all aspects of student information including enrollment strategies.
8) Oversees the execution of programmatic events for students and alumni; creates opportunities for professional development tailored to PhD studentsâ™ needs; tracks students on the job market, job placement, and alumni; develops an alumni engagement program such as planning networking opportunities for current BA, MAPH, and PhD students or a professional development event.
9) 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.
10) Meets with curriculum committee and oversees course scheduling; ensures timeliness; analyzes course enrollments to identify curricular opportunities or challenges; manages course submissions and proofs with the Office of the Registrar.
11) 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 Divisionâ™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.
12) 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, performancesâ¦) can be adequately staffed.
13) In consultation with the divisional Computing Office, helps design databases for student, curricular, and operational needs and keeps information in all databases current.
14) Develops marketing materials, setting style and content of web pages; maintains the Departmentâ™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.
15) 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.
1) Ability to work effectively in a complex administrative structure 2) Ability to be a project manager/leader 3) Ability to strategize effectively and have strong analytical skills 4) Excellent writing skills in English with proofreading and editing accuracy, coupled with the ability to write in the voice of others. 5) Ability to develop and maintain a budget and to produce budget/financial reports at a momentâ™s notice 6) Ability to extrapolate information from central university systems, and provide data analysis and regular reporting 7) Skilled at time management 8) Skilled manager with leadership qualities 9) Skilled at understanding separate cultures with the ability to provide services and meet deadlines to the Department and to others outside of the Department. 10) Ability to develop programming to enhance the student experience 11) Ability to recognize when student needs should be taken to a higher level 12) Ability to be organized and efficient, and to know how to prioritize 13) Ability to have strong attention to detail while also maintaining perspective on the overall needs 14) Ability to be of service to all constituents of each department 15) Ability to develop marketing materials including using graphic design programs 16) Ability to meet deadlines, maintain confidentiality, anticipate and resolve problems, work independently and as part of a team 17) Ability to act independently, decisively, and with good judgment, coupled with the ability to keep colleagues and supervisors appropriately informed and involved 18) 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. 19) Ability to work an occasional weekend or evening, most likely only a few times per year.
Preferred Qualifications: Experience
1) Experience managing multiple projects simultaneously and effectively are required. 2) Experience with standard computer programs (e.g. MS Office Word, and Excel, standard email and internet applications). 3) Progressively responsible administrative experience 4) Supervisory experience. 5) Experience with managing finances or with creating a budget.
Technical Knowledge, Skills or Certifications
1) Ability to effectively and routinely use University systems such as the Financial Accounting System, Business Objects, the General Expense Management system, and others 2) Ability to use Excel at an intermediate level 3) Ability to maintain a website including developing content 4) Ability to design posters or publicity material 5) Ability to develop content for and post on social media sites
Applicants: Please attach all four Required Documents as listed below.
1) Letter of Interest in this Position 2) Resume 3) List of References 4) Please attach a response to the following:
Each year, the Department must put together a teaching plan for the next academic year. The end result of this process is a complete set of courses taught by faculty, lecturers, visitors and graduate students, assignments of teaching assistants as appropriate, a full schedule of days, times and room assignments for each class, and a full set of course descriptions, with all of the crucial information provided to the registrar and also made available on the Department website. How would you go about making this happen? What kind of information would you need to get, and from whom? What would be your strategy for getting it, and how would you communicate with the relevant constituents?
NOTE: When applying, all Required Documents MUST be uploaded under the Resume/CV section of the application.
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Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.
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