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Academic Affairs Manager

Employer
University of Chicago Law School
Location
Chicago, Illinois
Salary
Up to $73,500 per year and benefits
Date posted
Dec 14, 2022

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Position Type
Administrative, Academic Affairs
Employment Level
Administrative
Employment Type
Full Time

About the Department

The University of Chicago Law School occupies a unique niche among premier law schools. Located on a residential campus in one of America's great cities, Chicago offers a rigorous and interdisciplinary professional education that blends the study of law with the humanities, the social sciences, and the natural sciences. The Law School opened its doors in 1902, twelve years after the founding of the University of Chicago. It has been an innovator in legal education ever since. For more information on the law school, https://www.law.uchicago.edu/.


Job Summary

Reporting to the Associate Dean for Administration and Finance, the Academic Affairs Manager is responsible for the standard operation of all academic support and services for the Law School. This position plays a key role in academic human resources and navigates a variety of systems to provide for the needs of Law School faculty and other academic appointees. The position supervises a team of Faculty Assistants and works in close cooperation with other Law School units and University departments including the Provost's Office, Financial Services, Benefits, Parking and International Affairs.

 

Responsibilities

  • Manages and executes administrative processes for academic recruitment, appointments and promotions for (regular, visiting and adjunct) Faculty, including developing, advertising, and posting job descriptions for academic positions; working with the Dean's Office and the Appointments Committee throughout the appointments process; processes appointments cases, on-boarding new academic employees including the provision of assistance with visa/other immigration processes, and ensuring timely and accurate handling of material required by Provost, Payroll and HR. Develop expertise with WorkDay, Interfolio, and other University systems used in the execution of the work.
  • Creates offer letters and invitation letters for all Academics. Tracks and acts on responses.
  • Serves as primary contact for continuing, visiting and new Academics, their Research Assistants, and their Faculty Assistants.
  • Assists with the development and monitoring of the academic portions of the Law School budget; monitors budget for faculty research funds and reconciles accounts; audits/approves the payment of invoices and the processing of reimbursements.
  • Collaborates with the Curriculum Committee and the Registrar on curriculum-related responsibilities, including coordinating meetings of the Committee, and preparing and maintaining complex annual tracking sheets.
  • Supervises, manages, trains and mentors Faculty Assistants; conducts weekly meetings; monitors work performance and performs evaluations. Tracks work requests from Academics and suggests improvements and changes to policies, organization and structure as needed.   
  • Facilitates data collection, preparation and submittal of the American Bar Association Annual, Employment and Bar Passage Questionnaires and site evaluation accreditation materials, including compiling and analyzing all academic data.
  • Assists in the development of academic space assignments, in collaboration with the Deputy Dean. Coordinates use of space and preparation of offices with Building Services. Manages office reservation requests.
  • Creates, manages and controls access to numerous faculty mailing lists; faculty rosters and quarterly class seating charts.
  • Suggests and/or implements solutions to issues that arise in the course of the work.
  • Researches, compiles and analyzes data to create reports, proposals and other documents; may supply data to various internal and external stakeholders as requested.
  • Leads implementation of University initiatives related to academic appointments, including special projects and/or functions related to the business of the Law School. 
  • Cross trains with Law School Human Resources. Serve as a resource to colleagues, the Dean’s office and all Academics.
  • Initiates and/or handles special projects related to the job. Suggests, creates and manages systems, policies and procedures relevant to the work.
  • Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services. Initiate the hiring process of students and staff for a unit, which includes the processing of payroll.
  • Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects.
  • Performs other related work as needed.


Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.


Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

 

Preferred Qualifications

Education: 

  • Bachelor’s degree with a concentration in Human Resources, Business, Accounting or related field.

Experience:

  • Supervisory experience.
  • Experience working in higher education.
  • Experience with University academic affairs process.
  • Previous experience with human resources administration or best practices.
  • Experience with University business systems.

 

Preferred Competencies

  • Familiarity with general business practices and firm working knowledge of employment regulations and typical HR procedures. 
  • Demonstrated commitment to providing an exceptional level of service and working in a team environment.
  • Superb attention to detail and organization skills.
  • Ability to work proactively, independently and productively despite heavy workload, competing priorities, complex work, difficult issues and tight deadlines. Ability to follow up frequently, maintain accurate and detailed records, and manage a large volume of projects.
  • Excellent interpersonal, verbal, and written communication skills, with ability to develop and maintain collaborative relationships with diverse constituencies.
  • Ability to handle confidential information with utmost discretion.
  • Take complete ownership of work and tasks.
  • Strong analytical, organizational and decision-making skills.
  • Ability to work additional hours (usually early evening) as necessary, especially at the start of the academic quarters.
  • Advanced technology skills, including command of MS Outlook, Excel, PowerPoint, and database software.

 

Application Documents

  • Resume (required )
  • Cover Letter (required)

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