Department
PSD Geophysical Sciences: Administration and Staff
About the Department
The Department of the Geophysical Sciences provides a vibrant venue in which scientists carry out research across several broad subject areas that span the past, present, and future evolution of the Earth, its life, and its cosmic environment. We pride ourselves in the innovative and interdisciplinary research of highly accomplished faculty, postdocs, graduate students, and undergraduates, all of whom push the boundaries of their respective fields. The Department supports a PhD program in Geophysical Sciences while offering undergraduate degrees in both Geophysical Sciences and Environmental Science and a master’s degree in Environmental Science. These programs allow students to discover, learn, and share knowledge about the natural processes that have and continue to shape our world and other planetary bodies. The Department is committed to fostering an environment where individuals from all backgrounds can grow and become the unique scientists they wish to be.
Job Summary
Reporting to the Departmental Administrator, the Academic Affairs Administrator in the Department of the Geophysical Sciences is the point of contact for project management and operational leadership with special focus on academic appointments, seminar programs, academic programs/events, and administrative processes. The Academic Affairs Administrator works closely with department leadership and staff to support the Geophysical Sciences faculty and operations.
Responsibilities
- Manages all aspects of administration for the hiring process of OAA’s in the department, including job postings, approvals, interfolio management, advertisement placement, and tracking of candidates through the process.
- Manages OAA reappointments, including managing the timeline, gathering all necessary information and documents from the faculty committee, and putting the cases together for submission.
- Manages appointments and reappointments of postdoctoral fellows, scholars, CASE appointees and long-term visitors within the department, coordinating with institute staff for joint appointments.
- Manages the Visa process for international hires, including gathering all necessary information and documentation from faculty and prospective candidates, and putting together cases for submission.
- Oversees all aspects of department seminar programming, first working with faculty on program schedule, then coordinating logistics for events including speaker travel accommodations, room bookings, creating and facilitating speaker meeting schedule with department members, creating and publishing event advertisements across social media, email, and campus video boards, tracking, reviewing, and submitting reimbursement requests.
- Collaborates with faculty in the execution of academic events, overseeing the administrative responsibilities involved.
- Creates and shares content across social media and university systems (department website, LiveWhale, Appspace, SharePoint, etc.) advertising department programming, events, news, and other relevant media with proper audiences.
- Manages department video boards, making regular updates to published content and troubleshooting when necessary.
- Handles Audiovisual set up and recording of defense talks, faculty meetings, and seminar events
- Creates and maintains an organized file/record storage protocol to promote institutional knowledge and enable efficient access for faculty and staff.
- Creates systems and processes that improve the business function of the department including developing training materials related to the Oracle system, and creating other resources for use by the departmental faculty and staff.
- Manages administration of faculty meetings and retreats.
- Assists the Departmental Administrator with faculty, staff, and student affairs in the general administration of the Department, keeping them informed of pending projects and deadlines.
- Works with a high degree of confidentiality to provide administrative support for faculty-led committees including the Promotions Committee, the Appointments Committee, and other committees, working with faculty leadership to ensure relevant timelines, policies and procedures are followed and appropriately documented.
- Creates administrative systems and procedures for management of the department field vehicle, including working with the Building Manager to oversee scheduling maintenance, license plates, city stickers, etc.
- Serves as back up to the Department Administrator to troubleshoot issues on behalf of the faculty and provide high level support for the Department Chair.
- Assists in the monitoring of the various financial and budgetary activities, including vendors contracts. Preparing and monitoring the budget for a unit.
- Researches and analyzes data to create reports, and may create other reports for grants and contracts.
- 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:
Preferred Competencies
Excellent problem-solving skills.
Excellent oral and written communication skills.
Excellent interpersonal and customer service skills.
Ability to handle public with courtesy, clarity, and diplomacy.
Ability to handle sensitive and confidential situations and information with absolute discretion,.
Ability to maintain calm and courteous demeanor and to work productively despite workload, competing priorities, complex problems, and tight deadlines.
Ability to use appropriate resources to resolve an issue.
Considerable skill in working both independently and as a team member.
Ability to take initiative and organize and complete projects with minimal supervision.
Able to use or learn a range of position-related software application.
Working Conditions
Standard office environment.
Lift and/or move objects up to 25 lbs.
Walk around campus.
Infrequent evening or weekend work.
Application Documents
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Administration & Management
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
$60,000.00 - $72,000.00
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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