Faculty Affairs Administrator
The University of Chicago

Job Info

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Department

PSD Mathematics: Administration and Staff

About the Department

The Department of Mathematics at the University of Chicago is one of the most exciting places in the world to do mathematics. We have over 30 tenured and tenure-track faculty working in areas as various as combinatorics, algebraic geometry, number theory, pure and applied analysis, representation theory, probability, geometry, topology, dynamical systems, logic, and financial mathematics, along with a similar number of Dickson Instructors. The research environment in the department is very lively, with seminars meeting virtually every day of the week and a constant stream of visitors. In addition, the department hosts regular colloquia, and several annual lecture series. We offer our different undergraduate programs of study (B.S. in Mathematics, B.A. in Mathematics, B.S in Applied Mathematics, B.S. with a specialization in Economics), a Minor in Mathematics, and we collaborate with the Departments of Computer Science and Statistics to offer a B.S. in Computational and Applied Mathematics. Typically, around 10% of graduating seniors in the College graduate with degrees in mathematics.

Job Summary

Reporting to the Department Manager, the Faculty Affairs Administrator in mathematics is the point of contact for academic hiring and ensuring compliance with University and Federal guidelines. As a member of the mathematics team, the Faculty Affairs Administrator works closely with Mathematics leadership and staff to support the math faculty and operation of the program. This individual will provide operational support for Faculty Affairs and will coordinate activities and functions with internal and external constituents.

Responsibilities

• Responsible for administrating the faculty hiring process, including job postings, approvals, Interfolio management, ad placement and tracking of candidates through the process.
  
• Assists the Department Manager with faculty reappointments, including managing the timeline, gathering all necessary information and documents and putting the cases together for submission.
  
• Provides advanced administrative support to the Departmental Manager and senior leadership for a diverse set of activities.
  
• Provides practical oversight for the appointment and reappointment of postdoctoral fellows, scholars and long-term visitors within the department.
  
• Assist the hiring committee with candidate communications and scheduling. Request letters of recommendation. Assemble cases for submission to the Department Manager, PSD and Provost's office.
  
• Serves as the departmental liaison to the PSD Dean's office, Office of International and other units across campus.
  
• Troubleshoots matters related to faculty affairs including visa questions, and other concerns identifying when to escalate the issue to leadership within the department, division, or University.
  
• Represents the Chair, Institute, and University well in all internal and external verbal, written, and in-person correspondence.Builds relationships with a diverse set of stakeholders and collaborators. Develops and implements communication strategies with an international audience of researchers.
  
• Assists with managing the day-to-day operations of faculty affairs 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.
  
• Performs other related work as needed.
  

Minimum Qualifications

Education:
Minimum requirements include a college or university degree in related field.
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Work Experience:
Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.
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Certifications:

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Preferred Qualifications

Education:

• Bachelor's degree.
  

Technical Knowledge or Skills:

• Knowledge of MS Office (Word, Excel, and PowerPoint).
  

Preferred Competencies

• Excellent verbal and written communication.
  
• Strong attention to detail.
  
• Ability to work independently and as part of a team.
  
• Demonstrated track record of effectively managing a wide variety of projects; ability to meet deadlines and provide timely execution of assigned projects.
  
• Ability to interact and communicate with clarity, tact and courtesy with prospective students, staff, faculty, students and others.
  
• Strong customer service orientation, the ability to work effectively with a wide variety of constituents, and the ability to work independently without close supervision.
  
• Ability to maintain confidentiality and demonstrate judgment and discretion in the sharing of sensitive information.
  
• Ability to work some evening and weekend hours for events.
  

Application Documents

• Resume (required)
  
• Cover 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

FLSA Status

Exempt

Pay Frequency

Monthly

Scheduled Weekly Hours

37.5

Benefits Eligible

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.

Staff 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.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

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.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at:http://securityreport.uchicago.edu.Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

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