Department
HUM Staff: Div Admin PA - Academic Affairs
About the Department
The Division of the Humanities comprises 19 degree programs across 16 departments and committees, with approximately 800 students from around the world enrolled in PhD, MFA, and MA programs. Students and faculty dedicate themselves to the thoughtful consideration of humanity’s place in the world. This dedication is displayed through interdisciplinary centers, programs and workshops, and courses taught by some of the world's leading scholars. Dynamic and dedicated staff in the Division provide the essential infrastructure needed to support faculty, students, and one another, fostering collaboration, enhancing innovation, and ensuring the Division’s success.
Job Summary
The Academic Affairs HR Specialist provides professional support for the academic search, hiring, and onboarding processes. Primary responsibilities include coordinating with faculty committees throughout the search and appointment processes for new faculty and academic hires, and managing entries related to academic hiring in relevant business systems such as Interfolio and Workday. The Academic Affairs HR Specialist regularly communicates and interacts with incoming academic new hires, departmental administrators and other University staff members regarding Workday onboarding, payroll, work authorization, benefits issues, and other important information to support timely completion of workflow steps.
Hybrid schedule available. Interested applicants must upload a resume and cover letter to be considered for this position.
Responsibilities
- Demonstrates and applies a thorough understanding of the University’s policies, procedures, and best practices to effectively support faculty and academic search processes
- Partners with Academic Affairs team to draft and evaluate search plans and communicates updates to departments.
- Acts as a key representative of the Divison for the implementation of the search and screening process for academics, including supporting faculty committees and administrators and , ensuring timely completion of search steps and compliance with University and Divisional policies.
- Manages the academic posting and candidate evaluation processes for faculty and other academic searches within Interfolio, the University’s academic recruitment tool.
- Collaborates with search committees and department staff to document all outreach efforts. Occasionally places job advertisements on external posting sites.
- Assists departments with compilation of materials for appointment cases for new faculty and academic hiring, as needed.
- Manages positions and hiring process for all faculty and other academic appointees in Workday, the University’s HR management tool.
- Communicates onboarding steps to faculty, academic, postdoctoral, and visiting hires, tailors messages according to status, monitors onboarding progress, and provides attentive service throughout the process.
- Responsible for the timely and accurate approval and entry of payroll actions in Workday for all academic employees, including salary and period activity payment plans, one-time payments, and adjustments.
- Manages Workday merit process and entries for faculty and other academics.
- Manages faculty and academic lifecycle events in Workday, such as promotion, leaves, and termination.
- Works with the Office of International Affairs on visa processes and related work authorization issues for academic appointees.
- Maintains data related to faculty, academic, postdoctoral, and visiting appointees.
- Works with the Academic Affairs team to organize meetings, trainings, workshops and other special events.
- Performs occasional ad hoc research in academic appointee records to support analyses and reports.
- Serves as a resource for program information. Works to resolves problems or questions referred by program staff, University administrators, or other contingencies under direction.
- Provides occasional back-up support for other members of the Academic Affairs team or HR team.
- 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.
- Gathers and analyzes data for possible solutions for faculty-related issues. Writes reports and expands knowledge and experience in areas.
- May process job postings for faculty and other academic appointments.
- 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
Experience:
- HR generalist background with a focus on personnel recruitment and payroll support.
- Working in higher education administration, preferably in faculty affairs.
- Providing direct client services, preferably in support in use of business systems.
Technical Skills or Knowledge:
- Proficiency in standard productivity tools, such as Microsoft Office and Interfolio.
- Proficient using HR Management systems, such as Workday and HRIS.
Preferred Competencies
- Demonstrated ability to handle highly confidential and sensitive materials and situations.
- Work effectively and meet tight deadlines with moderate supervision, in a fast-paced environment with shifting priorities.
- Work in a complex organizational structure.
- Work with and perform quality control for online records, databases, and workflow management tools.
- Excellent attention to detail and accuracy.
- Excellent skills in organization, multi-tasking, and time-managment.
- Excellent inter-personal skills; work collaboratively and patiently with a wide range of people, cultures, and departments.
- Excellent communication skills.
Application Documents
- Resume/CV (required)
- Cover Letter (required)
When applying, the document(s) MUST be 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
$65,000.00 - $78,000.00
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 theBenefits 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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