Department

BSD OAA - Office of Academic Affairs

About the Department

The University of Chicago biomedical enterprise houses three entities: the Biological Sciences Division (BSD), the University of Chicago Medicine (UCM), and the Pritzker School of Medicine. Collectively called UCM, we are one of the nation's leading academic medical institutions and have been at the forefront of discovery, education, and clinical care since 1927. Located 20 minutes south of downtown Chicago, our Hyde Park main campus provides a single environment for learning, world-renowned basic science and clinical research, and outstanding clinical care.

The BSD is the largest academic unit within the University. The BSD is comprised of faculty from ten basic science departments, 13 clinical departments, and several Centers and Institutes. The approximately 1,300 faculty and 3,000 staff members working in the BSD collaborate across the organization to achieve our Mission, Vision, and Values (MVV).

The BSD Office of Academic Affairs is part of the BSD Office of the Dean. OAA supports the lifecycle of academic appointees including searches, academic appointments, reappointments, promotions, tenure recommendations, leaves, departures and retirement. OAA also provides interpretation of academic criteria and supports academic policy development, among other roles. OAA works closely with divisional and departmental leaders and administrative staff, including the Office of Faculty Affairs, as well as with other administrative units on campus such as the Office of the Provost, Office of Legal Counsel, Staff Benefits, Payroll Office, and the Medical Staff Office to provide timely and
complete guidance and support for BSD academic human resource management.

Job Summary

The job provides professional research and recommendations in the development and implementation of faculty support programs.

The University of Chicago’s Biological Sciences Division (BSD), Office of Academic Affairs, seeks a Senior Academic Affairs Specialist. This position will focus on academic case management, supporting the preparation, review, and submission of academic appointment, reappointment, and/or promotion cases. The Senior Academic Affairs Specialist will partner with individual academic affairs specialists and the Director of Academic Affairs to provide review of academic cases in a timely manner and in compliance with University and divisional guidelines. They will be responsible for managing multiple competing priorities, interacting cordially and professionally with diverse stakeholders, and ensuring confidentiality of the review process. They will also assist in anticipating issues and solving complex problems that may arise during the review process. In addition, The Senior Academic Affairs Specialist will provide feedback to develop and improve tools, standards, and practices that support and streamline the submission of academic cases. The Senior Academic Affairs Specialist will also play a key role in training and providing support to individual academic affairs specialists across the BSD.

The Senior Academic Affairs Specialist is expected to develop and maintain strong working relationships with several key University areas including: BSD administration, Provost Office, Medical Staff Office and the Office of International Affairs. The Senior Academic Affairs Specialist will represent the Department's interests and perspectives in a positive and vigorous fashion in order to continually improve academic affairs related processes.

Responsibilities

Academic Appointment Process

• Assumes comprehensive responsibility for the review, assembly, and submission of materials in support of divisional appointive actions.

• In consultation with Director of Academic Affairs, reviews and suggests edits to appointment case documentation.

• In consultation with Senior Director and Academic Dean, develops and implements appointment and promotion case scheduling strategy.

• Develops and implements enhancements for academic process.

• Serves as a resource to academic affairs administrators on University policy and process matters and on BSD’s academic guidelines.

Communication and Compliance

• Prepares, reviews, and oversees various academic communication and announcements.

• Oversees annual academic and research academics training compliance process.

Training and Supervision

• Trains Academic Partners on divisional policies and procedures related to academic affairs.

Other

• Analyzes data and prepares charts, graphs, and trend lines for management review with a minimal level of guidance to ensure efficiency of case management and processes.

• Has a deep understanding of University and divisional guidance on academic hiring.

• Organizes and manages the divisional electronic files, databases, and websites for efficiency and improved user experience.

• May serve as back-up for other Office of Academic Affairs staff.

• Creates training and programming for faculty and chair development.

• Prepares and presents analyses, reports, and marketing materials to a wide variety of both internal and external audiences. Participates and contributes on a variety of committees/teams and with a diverse array of colleagues and partners.

• Conducts research and data gathering (e.g., Internet research, surveys), project planning, and implementation for a wide range of 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 5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• Advanced degree and/or advanced training/certification in academic or general HR. 

Experience:

• Work experience in a post-secondary academic, healthcare, non-profit, or equivalent setting.

• Prior experience in working with faculty and/or academic appointees, especially in a faculty/academic affairs role.

• Knowledge of visa processing requirements.   

Preferred Competencies

• Strong attention to detail, and competence to manage multiple priorities and responsibilities effectively with limited guidance.

• Ability to partner with different levels of the organization to achieve results.

• Ability to foster a culture of inclusion by appreciating and respecting diversity. 

• High degree of organization and follow-through.

• Excellent written communication skills.

• Excellent interpersonal and customer service skills.

• Ability to handle sensitive and confidential situations and information with absolute discretion.

• Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.

• Excellent problem-solving skills; ability to work independently and with minimal direction.

• Proficiency with Microsoft Word and Excel; Adobe document management; Interfolio document management portal; willingness and ability to learn new technology.

Working Conditions

• Office setting.

Application Documents

• Resume (required)

• Cover Letter (preferred)

Job Family

Academic Affairs

Role Impact

Individual Contributor

Scheduled Weekly Hours

40

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

$80,000.00 - $130,000.00

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.

 

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