Department
BSD GPA - Administration
About the Department
The Office of Graduate and Postdoctoral Affairs (OGPA) within the Biological Sciences Division (BSD) provides support and services to all graduate students, postdoctoral scholars and fellows, and non-degree visitors in the BSD. OGPA works to facilitate consistency among the programs and departments; identifies and develops commonalities in the areas of financial administration, policy development and implementation; and in the coordination of information sharing among the programs and departments. The goal of OGPA is to recruit high-quality domestic and international trainees, to facilitate their progress during their tenure, and to provide guidance and resources for the management of the training programs in the division. OGPA centrally manages the annual financial aid budget so that all graduate students in the programs are supported equitably. OGPA coordinates consistency among the training programs as it relates to training grants submission and oversight. In addition, OGPA facilitates postdoctoral appointments and reappointments with the Office of Academic Affairs, establishes and enforces policy with the Provost's Office, acts as a resource for postdocs, faculty, and staff on postdoctoral policy and benefits questions, and manages the postdoc database. The OGPA organizes career and skill development training and ethics seminars for BSD graduate students and postdocs, provides support to the Postdoctoral Association, and oversees all BSD postdoctoral events, including the Postdoctoral Symposium, orientation sessions, etc.
Job Summary
This role manages a team of professional staff responsible for planning, administering, and leading a variety of student services. Develops and implements orientation and onboarding programs for incoming students and future enrollment strategies. Ensures that staff properly monitor student performance, evaluate student academic records, and authorize convocation eligibility.
Responsibilities
- Leads the full admissions lifecycle for PhD, MS, NDVS, and Summer Research Program applicants, including application review, decision release, and TA assignment letter generation.
- Oversees graduate student records in AIS, and BSD databases, ensuring data accuracy for both divisional and University processes.
- Manages graduation workflows by coordinating quarterly degree clearances and directing the annual BSD convocation ceremony.
- Administers the NDVS (Non‑Degree Visiting Student) program in partnership with local administrators and the Office of International Affairs.
- Represents OGPA and BSD at divisional and university committees on admissions, graduation/convocation, and academic information systems.
- Plans and executes signature divisional student‑affairs programs such as orientation, MBL Boot Camp, and other recruitment or co‑curricular events.
- Acts as divisional lead for new system implementations and upgrades (AIS, Slate, Stellic, REDCap, Maxient), setting priorities, timelines, and success metrics.
- Develops and maintains standard operating procedures (SOPs) and training materials to ensure consistent use of all academic and student affairs systems.
- Trains, guides, and coaches BSD graduate education staff on policies, processes, and technology platforms; fosters a culture of continuous improvement and compliance.
- Produces enrollment and student milestone analytics to inform evidence‑based recruiting and retention strategies for BSD leadership.
- Coordinates disability‑services accommodation and serves as the primary point of contact for student inquiries, ensuring an inclusive, student‑centered experience.
- Curates and updates divisional web content and reporting tools related to admissions, milestones, and graduation requirements.
- Safeguards divisional records by organizing, archiving, and managing access to confidential student documents in accordance with policy.
- Manages the execution of the school's registration, enrollment, grading, and graduation procedures. Creates plans to coordinate student affairs activities between students and faculty.
- Identifies and implements technological solutions to improve operating efficiencies and assure veracity of data gathering.
- 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 7+ years of work experience in a related job discipline.
Certifications:
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Preferred Qualifications
Education:
- Bachelor’s degree; advanced degree.
Experience:
- Administrative experience in student affairs administration.
Technical Skills or Knowledge:
- Strong computer skills including word processing, spreadsheets, and database management.
Preferred Competencies
- Excellent oral and written communication skills.
- Attention to detail.
- Flexible and adaptable.
- Strong organizational skills.
- Research issues and propose solutions to problems.
- Demonstrated initiative in improving processes and enhancing systems.
- Exercise sound judgment, discretion, and tact.
- Time management skills and handle multiple, concurrent tasks within deadlines.
- Work with individuals from across the division and the University.
Working Conditions
- Hybrid office environment.
- This role requires regular onsite presence to foster collaboration, engagement, and operational effectiveness, with specific in-office expectations outlined by the department.
Application Documents
- Resume/CV (required)
- Cover Letter (preferred)
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Student Affairs & Services
Role Impact
People Manager
Scheduled Weekly Hours
40
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
Pay Rate Type
Salary
FLSA Status
Exempt
Pay Range
$100,000.00 - $140,000.00
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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