University of Chicago Chicago, IL, USA
Aug 27, 2019Full time
The Student Affairs Administrator (SAA) manages a variety of student services and departmental activities for Department of Physics, including support of undergraduates, graduate students, non-degree visitors, staff, and faculty. Job Family Student Affairs & Services Responsible for services targeting the physical, emotional, academic, and financial well-being of students, including but not limited to admissions, enrollment, athletics, career services, residence life, student activities, counseling, and health programs. Career Track and Job Level Student Affairs & Inclusion Plans, administers, and leads a variety of student services. Leads, develops and implements orientation and onboarding programs for incoming students. Provides an environment that welcomes multicultural students and develops processes to improve their recruitment and retention. Acts as the primary point of contact for student inquiries. Analyzes admissions and financial aid data to develop future enrollment strategies. Monitors student performance, evaluates student academic records, and authorizes convocation eligibility. Note that P5 job level is restricted for CSL only. P2: Requires knowledge and experience in own discipline; still acquiring higher-level knowledge and skills. Builds knowledge of the organization, processes and customers. Solves a range of straightforward problems. Analyzes possible solutions using standard procedures. Receives a moderate level of guidance and direction. Role Impact Individual Contributor Responsibilities The job administers programs in student affairs activities, including orientation and onboarding programs for incoming students. Acts as the primary point of contact for student inquiries. Uses a moderate/high level of understanding in student affairs to develop future enrollment strategies using admissions and financial aid data. 1) Solves problems in areas such as academic and administrative policy, student admissions, curriculum research and development, and budget development., 2) Recommends process improvements for programs that relate to critical student-life improvement, including emergency management, accommodations for students with disabilities, and/or the administration of health care services and programs for students., 3) Collaborates with academic divisions in educating students on safety issues. Interprets student disciplinary issues and prepares an annual university summary of disciplinary actions. Counsels students, parents, and staff in response to concerns, and handles complex situations including student crises., 4) Performs other related work as needed. Unit-specific Responsibilities 1) The SAA supports the Director of Graduate Studies and the Physics Department Administrator/Assistant to Chair with daily operations of the department. 2) The SAA supports the departmental admissions process, including graduate student application management and reporting through the Slate system, and organizing PhD admitted student visits. 3) The SAA manages communications and the planning and scheduling of orientation activities for matriculating PhD students. Responds to inquiries from current and prospective graduate students, as well as alumni. 4) The SAA assists with course scheduling; manages student academic records and the quarterly registration process for PhD students through the University’s Academic Information System. 5) Facilitates the quarterly degree audit process for graduating graduate students; and manages quarterly financial aid for PhD students. 6) The SAA is responsible for annual entries in the Graduate Announcements. 7) Manages Teaching Assistant (TA) and Research Assistant (RA) positions on a quarterly basis. Provides Financial and Payroll Departments with quarterly salary and account information. 8) Develops programs to build student community within the department. 9) The SAA addresses student concerns as they develop in coordination with appropriate University offices. 10) The SAA resolves or oversees the resolution of issues related to, but not limited to: course selection, degree requirements, pass/fail requests, student registration and bursar account issues, and leaves and reinstatement. 11) The SAA develops positive and active working relationships with internal and external constituents including but not limited to the PSD Dean of Students and College Dean of Students offices, Registrar, UChicagoGRAD and Career Advancement, Student Health and Counseling Services, Office of International Affairs, and others to create synergies across departments related to programming, resolution of student issues, and other matters of common interest. 12) The SAA manages and assists with administrative activities, including but not limited to, event planning, processing reimbursements, and scheduling graduate student meetings and activities. Unit-preferred Competencies 1) Project management skills. 2) Excellent oral and written communication skills. 3) Presentation skills. 4) Interpersonal skills. 5) Customer service skills. 6) Decision-making skills. 7) Analytical skills. 8) Ability to work independently and as part of a team. 9) Ability to maintain confidentiality. 10) Ability to work on multiple projects simultaneously, set priorities, and meet deadlines. 11) Excellent organizational skills. 12) Attention to detail. 13) Ability to resolve problems. 14) Knowledge of Microsoft Office. Education, Experience, and Certifications Minimum requirements include a college or university degree in related field. Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline. Preferred Qualifications Education 1) Bachelor's degree with a minimum of two years of administrative experience in student affairs, academic support, or closely-related environment. Experience 1) Event planning experience. 2) Experience with standard computer programs (e.g. MS Office Word, and Excel, standard email and internet applications). 3) Strong verbal and written communication skills. 4) Ability to handle multiple, concurrent tasks. 5) Independent initiative. 6) Ability to handle stress. 7) Professional demeanor and the ability to exercise diplomacy. 8) Demonstrated flexibility and ability to multi-task on frequent and constantly changing demands. 9) Ability to effectively communicate with faculty, graduate and undergraduate students, and various administrative offices at all levels in the University. 10) Knowledge of database management software. 11) Experience working with international student populations. Required Documents 1) Resume 2) Cover Letter 3) List of three professional references NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application FLSA Status Exempt Pay Frequency Monthly Pay Grade Depends on Qualifications 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 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.