Assistant Director, GRAD Administrative Services

Department

Provost UChicagoGRAD Admin Services

About the Department

UChicagoGRAD, a part of the Office of the Provost that supports graduate education across the University, is an innovative national model for preparing graduate students and postdocs to succeed while at UChicago and beyond. With teams focusing on admissions, fellowship advising, writing support and public speaking training, diversity initiatives, career exploration and planning, and administration, UChicagoGRAD works with campus partners to support students and postdocs at every stage of their academic careers and beyond. UChicagoGRAD functions as a one-stop shop for graduate students and postdocs to access resources that support timely degree completion and to enhance professional preparation that helps them translate their degrees into a variety of careers. UChicagoGRAD works with academic departments and divisions as well as campus-wide offices to develop and implement outreach, recruitment, and yield efforts; graduate and postdoc-focused programs, workshops, and events; training and support tailored to UChicago graduate students and postdocs; and administrative practices and policies in support of graduate education.

Job Summary

The job administers a variety of student affairs activities. Acts as the primary point of contact for student inquiries. Uses understanding in student affairs to develop programs and strategies for graduate students, suggests and implements improvements using data.

Responsibilities

• Maintains information on and makes updates to administrative process timelines related to graduate student payments and funding, and communicates these to all relevant administrators.

• Runs frequent reports from several University administrative systems on teaching assignments, account statuses, aid, payments, etc.; analyzes the data for issues; and prepares reports for relevant administrators.

• Serves as a primary point of contact for students experiencing issues with administrative processes and services, via email and in person.

• Advises students on necessary processes and paperwork related to employment, aid and other payments, and taxes, including following up as necessary regarding the submission and processing of these documents.

• Prepares communications for distribution to graduate students across the University advising them of payment schedules, deadlines for completing paperwork, and other administrative processes.

• Prepares communications for distribution to administrative staff across the University advising them of process improvements, deadlines, and other required actions.

• Collaborates with staff from across the University’s administrative offices and academic units to support and communicate administrative services for graduate students.

• 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.

• 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.

• 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.

Certifications:

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Preferred Qualifications

Education:

• Bachelor's degree.

• Advanced degree.

Experience:

• 3-5 years of relevant work experience.

• Background in a research-intensive university setting.

• Skilled in administrative services, including payments, employment, taxation issues, and registration processes in a college or university setting.

• Familiarity with graduate education in a research-intensive university setting. 

Technical Skills or Knowledge:

• Familiarity with standard tools and software, such as MS Office suite, Google suite, etc.

• Understanding of Workday and/or AIS.

• Proficient with Excel, Tableau, or other data tools.

• Strong Excel skills; familiarity with PeopleSoft and Workday.

Preferred Competencies

• Excellent verbal and written communication skills.

• Effective interpersonal and customer service skills. 

• Data analysis skills.

• Maintain a high degree of confidentiality. 

• Learn and be responsive to the needs of the University of Chicago community. 

• Communicate effectively and partner with faculty, staff, and students from all backgrounds. 

• Demonstrated commitment to promoting diversity and inclusion in higher education. 

• Work independently on multiple projects and manage details. 

• Work on multiple projects simultaneously, set priorities, and meet deadlines. 

Working Conditions

• Occasional evening and weekend hours.

• Lift and carry 25 lbs.

• Sit, stand, and walk for extended periods of time.

• Use a computer for several hours at a time.

Application Documents

• Resume/CV (required)

• Cover Letter (required)

• References Contact Information (3)(required)

Job Family

Student Affairs & Services

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$57,000.00 - $70,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.