Manage the Writing Programâ™s financial operations (35%)
1) Collaborate with Associate Directors on budget projections and budget proposal, and recommend changes to proposed budget.
2) Periodically review and assess procedures for financial operations, communicate with other units of the University as necessary, train as necessary, and make recommendations to Writing Program about changes in procedure.
3) Set up and keep inventory records.
4) Place office supply orders through UChicago BuySite.
5) Submit receipts to GEMS for reimbursement; submit vendor invoices to be paid through UChicago e-Payments.
6) Enter expenses into internal bookkeeping document (spreadsheet) to track fiscal year spending.
7) Issue invoices to other university departments for specialized writing workshops and for contracted sections of Academic and Professional Writing course, and follow up to ensure they have been paid through Interdepartmental transfer in partnership with the College Business Administrator.
8) Collect personal data from staff for College processing of teaching appointments and teaching points in CAAS and transmit this information to the College.
Support Writing Program Functions (40%) 9) Serve as the primary point of contact for faculty, administration, graduate student instructors and persons not affiliated with the University. Â
10) Communicate effectively by e-mail and in person to resolve problems and implement University policies and procedures. 11) Manage the application process for Writing Interns, Lectors, and College Core Writing Tutors. Â
12) Create an on-line application, and maintain a secure archive of applicantâ™s submissions, scoring of application materials, interview schedules, hiring decisions, and correspondence.
13) Make recommendations about and maintain the Writing Program website.
14) Create digital student evaluations; send notices to lectors/interns regarding course evaluations.
15) Send notices to students in HUMA 19100-1-2 and ENGL 13000/33000 regarding course evaluations for interns and lectors.
16) Track number of evaluations received and notify lectors/interns if more responses are desired.
17) Download evaluations at the end of the quarter and archive on server; create faculty evaluations in Survey Monkey for interns and distribute to Humanities Core instructors each quarter.
18) Review and flag evaluations of particular concern as well as those which include nominations for our annual teaching awards.
Administer Writing Program Courses and Workshops (10%)
19) Submit annual schedule of classes to Registrar in April.
20) Confirm each quarter's course offerings (ENGL 13000/33000, ENGL 50300, HUMA 50000, and special courses as offered) and verify/adjust room reservations and discussion section enrollments as needed.
21) Enter grades as proxy grader in Faculty Access for HUMA 50000, ENGL 50300 and ENGL 13000/33000.
Assess, Report On and Revise Office Processes and Procedures (5%)
22) Solicit feedback from Writing Program staff and others on effectiveness of procedures and processes for, e.g., collecting and maintaining data securely.
21) Receive on-line applications for open positions.
22) Use digital scheduling software, and managing expenditures.
Unit-Preferred Competencies 1) Strong verbal and written communication skills including excellent writing ability in English. 2)Â Take initiative and work in a collaboratively small staff environment and fast-paced office setting. 3)Â Cultivate strong relationships with a large and varied set of constituencies, such as faculty members, other interdisciplinary units, student groups, foreign visitors, and representatives of other administrative units. 4)Â Handle multiple concurrent tasks in a competent and professional manner while also meeting deadlines. 5)Â Maintain confidentiality/discretion at all times. 6)Â Handle stress situations. 7)Â Critical thinking skills. 8)Â Problem solving skills. 9)Â Decision making skills. 10) Reasoning skills. 11)Â Attention to Detail. 12)Â Creativity.
Working Conditions and Physical Requirements 1) Office environment requiring collaboration with other staff, maintaining confidentiality. 2) Some evening and weekend work. 3)Â Fast-paced environment and need for multi-tasking. 4)Â Ability to lift up to 25 lbs. 5)Â Ability to push carts with up to 50 lbs. of material. 6)Â Sit at a computer for 4-6 hours.Â 7)Â Periodic walking to other campus locations. 8)Â Climbing up to 5 flights of stairs.
Experience 1) Minimum 2 years relevant experience: writing program administration, program administration.Â 2)Â Experience in academic administration. 3)Â Experience in working directly with faculty. 4)Â Experience with hiring processes. 5)Â Experience hiring and training employees. 6)Â Experience working in an office setting, preferably in a higher education institution. 7)Â Experience with web site design or management.
Technical Knowledge or Skills 1) Proficiency in Mac and PC environments 2)Â Proficiency in Word, Excel, Outlook, and on-line organizational tools 3)Â Proficiency in web design and graphic design.
Required Documents 1)Â Cover letter, which is to include your interest in this position 2)Â Resume 3) Reference Contact Information
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application. Â
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 the Applicant Inquiry Form.
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Internal Number: JR06605
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