at University of Chicago in Chicago, Illinois, United States
Job Description
DepartmentSSD: Academic Administration: Staff and Temporary Employees
About the Department
The Office of Academic Affairs (OAA) in the Social Sciences Division (SSD) supports the academic lifecycle for all academic appointees, including ladder-rank faculty, instructional professors, researchers, postdoctoral scholars, and other academic titles. The OAA manages complex appointment workflows across Interfolio, Workday, and other systems to ensure compliance with University and divisional policies. The office collaborates closely with departmental administrators, the Provost's Office, and external partners like the Office of International Affairs. As the workload and complexity of academic processes increase, the OAA ensures consistency, accuracy, and institutional accountability across academic HR functions.
Job Summary
The job provides professional support in the development and implementation of faculty support programs.
The job provides professional support in the development, coordination, and management of academic appointment processes for the Social Sciences Division.
The Academic Affairs, Senior Coordinator serves a key role in supporting academic appointment processes for the Social Sciences Division. This position ensures the integrity and timeliness of case preparation, reviews, and routing in coordination with departments and divisional leadership. The Academic Affairs, Senior Coordinator is responsible for managing Workday transactions for all appointment types, coordinating academic compliance, and monitoring case workflows to support institutional effectiveness.
This role requires strong knowledge of academic systems, proactive communication with academic departments, and the ability to work independently while upholding divisional and University policies. The position offers the opportunity to work across multiple appointment types and contribute to administrative process improvements within a dynamic, high-volume office.
The Academic Affairs Sr. Coordinator provides advanced professional support and leadership in the development, implementation, and management of faculty and academic appointee support programs and academic information systems. Reporting to the Assistant Dean of Academic Affairs, this role supervises key operational functions, manages complex workflows, and serves as a strategic resource for the Divisional Academic Affairs team.
Responsibilities
- Resolves complex issues and provides expertise and guidance to program staff and university administrators.
- Oversee and coordinate the management, accuracy, and audit of faculty and academic appointee records across multiple University business and record-keeping systems (Workday, Interfolio, Box, Smartsheet).
- Lead access control, training, and troubleshooting support for Divisional academic affairs administrators on all appointment systems, ensuring effective system use and compliance with procedures.
- Serve as a primary point of contact for faculty and staff regarding academic appointment deadlines, system processes, and required trainings to facilitate timely and accurate completion of appointments, reviews, promotions, and tenure workflows.
- Collaborate with SSD colleagues and departmental administrators to update and maintain academic appointee data for communications, directories, named professorships, and other planning and management tools.
- Provide logistical and administrative leadership in coordination with the Assistant Dean of Academic Affairs for divisional hiring processes, including complex searches, scheduling, and onboarding activities.
- Initiate and oversee new hire workflows in partnership with internal stakeholders to ensure smooth onboarding and compliance with University policies.
- Review academic appointment cases (new hire, reappointment, promotion, tenure) for completeness, accuracy, and compliance; identify and resolve case documentation issues and provide backup coverage for the team as needed.
- Coordinate with the Office of International Affairs to assist with visa paperwork and international faculty onboarding logistics.
- Perform other related duties as required to support divisional academic affairs functions.
- Assists with managing the day-to-day operations of faculty affair programs with a moderate level of guidance.
- Serves as a resource for program information. Resolves problems or questions referred by program staff, University administrators, or other contingencies.
- 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 Competencies
- Ability to handle sensitive and confidential situations/information with absolute discretion.
- Excellent oral and written communication skills.
- Demonstrated ability to review and prioritize work.
- Flexibility to take initiative and complete projects with minimal supervision.
- Ability to maintain calm and courteous demeanor while working productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
Application Documents
- Resume (required)
- Cove Letter (required)
- References (required)
When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Academic Affairs
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
FLSA Status
Exempt
Pay Range
$72,313.75 - $93,582.50
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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