Assistant Director, Faculty Services

GENERAL SUMMARY: 

The Assistant Director’s primary focus is to further the faculty mission of teaching by managing Faculty Services processes and providing support to all Chicago Booth faculty members teaching primarily in the Evening MBA and Weekend MBA Programs at Gleacher, as well as faculty teaching in other programs at the Gleacher Center.  The individual in this position will be responsible for maintaining strong communication with faculty, students, and staff at Chicago Booth, in order to ensure a positive and productive teaching and learning environment at the Gleacher Center, Chicago Booth’s downtown Chicago campus location.  The Assistant Director works collaboratively with Faculty Services and Booth Registrar Office at the Harper Center and Academic Services at both Harper and Gleacher, as well as works independently in the Gleacher Center Faculty Suite.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

1. Manages the daily Gleacher Faculty Suite operations which serves faculty, staff, current and prospective students, and guests. Also manages the reception area and faculty office and work station allocations ensuring faculty needs are met, student mailfoldering is tracked and meeting two business day SLA.  Trains and supervises part-time assistant on faculty suite operations and mailfoldering processes.
2. Works collaboratively with Faculty Services and Booth Registrar at Harper Center to manage room reservations. Coordinates textbook and course material orders, collection and copyright collection for MBA, PhD, Business Economics, and EMBA courses as best determined by manager.  Manages part-time Faculty Suite Assistant.  For class-related room reservations, works collaboratively with Harper Faculty Services and Booth Registrar Office.  Works collaboratively with Academic Services in both locations for student-related items, as necessary.
3. Acts as the main point-of-contact for all Chicago Booth faculty members teaching in the Evening MBA and Weekend MBA Programs at the Gleacher Center for the following activities: classroom reservations; preparation and dissemination of course materials, including handouts and PowerPoint slides; other course-related support.
4. Coordinates resources with Teaching Assistants (TAs), on behalf of faculty, in a manner consistent with faculty requirements. Respond to students on a wide variety of concerns and course-related questions.
5. Manages and approves all requests for classroom and lounge space usage at the Gleacher Center during weekday evenings (after 5:00pm) and all day Saturday and Sunday, including the following: faculty/TA review sessions; student group events; other Booth departmental requests; and corporate/executive client requests through the Chicago Booth Conference Center.
6. Executes various faculty-related special projects and processes. Works collaboratively with Faculty Services team members at Gleacher and Harper, Booth Registrar’s Office and Academic Services on these items.
7. Maintains positive working relationships with members of various Chicago Booth departments, both at Gleacher and on campus, in order to assist with room-related needs, including the following: Booth Registrar Office, Academic Services, Gleacher Center Conference Center; Information Technology (including AV); Gleacher AV; Booth Facilities; and Gleacher Center Facilities.
8. Ensures the management and maintenance of the Gleacher Center Faculty Suite– including the following: oversight and ordering of supplies and beverages; maintenance of copy machine, fax machine, and printers; handling of deliveries/mail for faculty at the Gleacher Center; last-minute Faculty Suite issues. Analyze and propose budget changes at the end of the fiscal year and then implement those changes the following year for the administrative budget. 
9. Provide notary services to faculty and other Booth constituents. (Booth will assist in securing notary public certification, if necessary).
10. May provide assistance to other staff, such as Dean’s Office and research centers collaborating with faculty, to ensure efficiently running organization support to all faculty. Supervisor will assist in determining some faculty needs, and may assign tasks as needed on behalf of faculty and Faculty and Academic Services.

KNOWLEDGE, SKILLS AND EXPERIENCE:

1. Bachelor’s degree required.
2. A minimum of one year of experience managing projects or programs required.
3. Background in higher education preferred.
4. Progressively responsible administrative experience, preferably working with faculty, students, or as an executive assistant, required.
5. Proven abilities to work on several projects simultaneously required.
6. Ability to consistently meet deadlines, to problem solve, to exercise good judgment, and to work under pressure during high volume periods required.
7. Professional demeanor, including tact, discretion, and a customer service-oriented approach to the job, required.
8. Outstanding interpersonal and verbal and written communications skills required.  Must be able to communicate with precision and tact.
9. Understanding of faculty at a research institution helpful.
10. Mastery of Microsoft Office software, including Word, Excel, PowerPoint, and Outlook required. 
11. Comfortable learning and working with other software and database programs used for room scheduling, faculty records, courses, etc. preferred.
12. Superior organizational skills, and constant attention to detail required.
13. Knowledge of general office procedures required.
14. Ability to work the following schedules:
15. 10:00 a.m. – 6:30 p.m., Monday through Friday, as the regular schedule, when classes are in session.
16. 8:00 a.m. to 5:00 p.m., Saturday, as needed, with one week day off to compensate.
17. Primarily located at the Gleacher Center (downtown), but may work up to one day per week at Harper Center (Hyde Park).

Interested candidates should apply directly to the University of Chicago job board. Only applicants that apply directly to the job board will be considered for the position. If the link does not send you to the job posting please copy and paste into your web browser. Thank you for your interest in The University of Chicago, Booth School of Business!

https://uchicago.wd5.myworkdayjobs.com/External/job/Gleacher-Center--Downtown/Assistant-Director--Faculty-Services_JR13761

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. Academic job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5671 or email ACOppAdministrator@uchicago.edu with their request. Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-834-1841 or email talentacquisition@uchicago.edu with their request.