Academic Affairs and Operations Administrator - JR25338-3800

at University of Chicago in Chicago, Illinois, United States

Job Description

• Provides high level budget management for complex program budgets with multiple funding sources.
• Tracks spending, recommends cost saving measures, and provides budget forecasting evaluations to leadership.
• Conducts variance analysis and ad-hoc reporting; works with faculty and divisional leaders to implement short- and long term budget plans.
• Oversees faculty spending, monitors expenses for allowability, reconciles expenses, and administers a high volume of payments to contractors and vendors.
• Develops a deep understanding of the Music Department. Communicates priorities and performance standards while routinely assessing operations. Recommends and implements enhancements and improvements.
• Uses in-depth knowledge and experience to serve as chief of staff for the department and liaises between the department, division, University partners, and external stakeholders to service the program and perform day-to-day functions, including management of facilities and capital projects, technology and musical instrument procurement, insurance inventories, and building access and security.
• Answers queries from the public, including prospective students, faculty, and donors, providing information about the Music department program offerings.
• Oversees operational workflow and collaborates with lateral colleagues in related units to ensure continuous improvement of faculty and student services, ensuring compliance with HR policies and best practices.
• Manages high volume of student hiring during academic year.
• Collaborates with the Chair in managing academic affairs activities including faculty lifecycle process, providing direct support to faculty searches and promotions including recruitment, reviews, and tenure cases following strict guidelines.
• Ensures smooth operations of PhD degree program, working with faculty and the Student Affairs Administrator to track milestones, ensure accuracy of the undergraduate and graduate curriculum, and implement recruitment and retention programming.
• Oversees implementation of student affairs lifecycle, including admissions, recruitment, curriculum, review, and student support.
• Strategizes and implements long-range plans to improve operational functions and enhance the student experience; collaborates in developing and maintaining policies and guidelines as appropriate.
• Directs supervision of three full time staff - department assistant, project assistant, and student affairs administrator.
• Trains staff and faculty on policies and procedures, compliance, and office protocols. Recommends and executes process improvements. Assesses workloads for coverage and efficiencies.
• Develops and maintains best practices and process documentation (e.g., procedure manuals and Standard Operating Procedures) for department operations to ensure continuity and workflow.
• Discusses performance goals and promotes professional development opportunities. Engages in annual performance management process. Provides feedback and guidance to staff on day-to-day, short-term, and long-term activities.
• Collaborates with Chair on short- to long-term planning and strategic goals.
• Interacts with faculty and staff on committee work and/or gathering of information for meetings and projects.
• Cultivates faculty initiatives and collaborations with on-campus and external partners to expand the reach and impact of the department.
• Uses in-depth knowledge and experience to administer the delivery of services to program participants and/or beneficiaries such as communicating with programs sponsors and academic advising for undergraduate students.
• Develops and communicates program priorities and performance standards and assesses operations using these criteria. Plans and conducts quality assurance reviews and recommends changes as appropriate.
• Performs other related work as needed.

• 5-7 years administrative and/or office management experience.
• People management, team building, supervision.
• Finances and budgets.
• Project management.
• Higher education exposure providing student or academic support services.

• Proficient in MS Office (Word, Excel, Outlook, Teams).
• Skilled at learning new systems.

• Excellent English writing, proofreading, and editing skills.
• Function successfully in complex administrative structure.
• Strategize using strong analytical skills.
• Skilled at time management with excellent organizational skills.
• Attention to detail while also maintaining perspective on overall department and division needs.
• Prioritize and meet deadlines.
• Maintain confidentiality.
• Anticipate and resolve problems.
• Work independently and part of a team.
• Juggle multiple and complex projects simultaneously.
• Act independently, decisively, and with good judgment, coupled with the ability to keep colleagues and supervisors appropriately informed and involved.
• Cultivate strong professional working relationships with diverse constituents.

• Standard office environment.
• Complete mandated trainings.

• Resume/CV (required)