Assistant Dean of Administration

Department

College Dean of Students in the College

About the Department

The Office of the Dean of Students (DOS) in the College has broad responsibility for the success of all College students. The Office of the Dean of Students is comprised of 4 distinct subunits: College Programming and Orientation (CPO) Designs and delivers College events and programming that fosters students’ connection to one another and the University community. College Academic Advising Office (CAAO) Provides expertise that equips students to navigate the curriculum for academic success and utilize College and University resources to achieve personal and professional goals. Center for College Student Success (CCSS) Supports, resources, and celebrates students in the College – particularly those who may identify as first-generation, lower-income and/or immigrant – to enhance a sense of belonging and well-being. The Office of College Community Standards (OCCS) Promotes persistence, well-being, academic and social integrity, and upholds the standards and expectations of the College and University communities. The Office of the Dean of Students identifies and connect students with appropriate resources within the DOS and across the University, leveraging expertise, networks, and relationships to help students navigate the University policies, procedures, resources, and organizational structures. Through the various subunits, the DOS, is deeply committed to developing students academically and interpersonally. We strive to create and foster environments that welcome and celebrate all people and we are committed to enriching the working environment for all staff by promoting a culture of inclusion, diversity, equity, and accountability. We invite individuals with diverse backgrounds, experiences, and abilities to apply.

Job Summary

Reporting directly to the Deputy Dean of Students for the College, the Assistant Dean of Administration, provides critical administrative, analytical, and strategic support to the Office of the Dean of Students to facilitate the smooth functioning of the unit in the key areas of finance, staffing, communications, and operations. Additionally, this role provides vital strategic planning, assisting the Deputy Dean and Dean in developing, modeling, and analyzing initiatives to support curricular evolution and innovation and improved student support. This role represents the Office of the Dean of Students on matters related to finance and administration and provides communications of behalf of the DOS to students, parents, faculty, and staff.

Responsibilities

• Oversees the administrative staff for the Office of the Dean of Students; hires, on-boards, trains, and monitors the work of assigned staff. Provides ongoing coaching and feedback.
• Supports HR functions and employee management across all four subunits. Works with directors to edit job descriptions and postings, approves all job offers and salary ranges to ensure equity, fairness, and consistency amongst subunits, works with College HR to complete hiring process.
• Proactively reviews and maintains staff organizational charts; identifies equity issues, request classification reviews and reorganizations in collaboration with the Deputy Dean and Dean.
• Serves as a second level review and approval of performance evaluations.
• Identifies and encourages opportunities for professional and career development for all staff while supporting and nurturing an engaging work environment.
• Serves as delegate for approval of hourly employees and time away for exempt as needed.
• Synthesizes and analyzes financial information monthly; works with subunit directors on their budget forecasts.
• Collaborates with the Deputy Dean during the budget development process and manages and prioritize requests for changes to departmental resource allocations.
• Manages and oversees expense approvals for the subunit directors including GEMS card reconciliation and submission.
• Oversees funds management to ensure available funds are used as planned, including budget vs. actual reviews, allocation of funds to subunits in accordance with the policies of the College, and expenditure of funds appropriately to meet long-term planning goals.
• Ensures end of year financials are processed and completed.
• Provides clarity, research, and best practice consultation on financial expenditures, etc. for the subunit directors.
• Responsible for communication to subunit directors of campus and College initiatives or policy changes or any other activities that impact their subunits.
• Develops strategies, policies, and procedures with the Deputy Dean to optimize utilization of available resources.
• Serves as the primary contact for student data for the Office of Admissions, Alumni Relations and Development, Housing & Residence Life, Office of the Bursar, Office of Financial Aid, and other campus partners.
• Deploys communications to students, parents, and staff; manages all contact data for parents and students.
• Manages Office of the Dean of Students communications calendar and its content on the College website in partnership with College IT and College Communications.
• Oversees assessment initiatives within the DOS.
• Serves on College Diploma Ceremony planning team, overseeing all data management with partners in the Registrar’s Office, College Programming and Orientation, and College Academic Advising Office.
• Completes special projects as assigned by the Deputy Dean and/or Dean of Students; participates on the Dean’s executive leadership team.
• Prepares special analyses for the Dean as requested.
• Provides consultation for the Dean of Students and Deputy Dean on complex issues, College and DOS initiatives, making recommendations to improve quality and services.
• Documents workflow and activities across the subunits to identify areas of concern and areas for growth and improvement.
• Manages space, facilities, and equipment, including renovations, moves, maintenance and ongoing facilities operations.
• Uses best practices to develop and execute organization's operational and overall strategic plan. Develops and implements relevant policies and procedures and ensures compliance.
• Plans, develops, analyzes and manages budget, including developing multi-year budget forecasts. May oversee the preparation and management of grant and contract proposals, ensuring compliance with all University, federal and private foundation guidelines and regulations. Develops financial reports and assists with seeking funding for grants.
• 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 5-7 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Education:

• Master’s degree in education, higher education administration, business, or a related field.

Experience:

• Five (5) years of work experience in higher education with at least two (2) years of experience supervising professional staff.
• Thorough knowledge of financial analysis and reporting techniques.
• Effectively navigate campus enterprise systems and proficiency with common business applications.
• Familiarity with University structure and functions of its various offices and departments.
• Knowledge of and experience with research and best practices in student affairs.

Preferred Competencies

• Oversee and direct highly detailed concurrent projects with competing priorities, in a time sensitive, efficient manner.
• Work independently exercising sound judgement, reasoning, and strong problem-solving skills.
• Strong verbal and written communication skills.
• Capacity to establish collaborative working relationships with faculty, staff, and students of different backgrounds, with different objectives, to achieve common goal.
• Takes initiative, thinks creatively, and produces outcomes on own drive without detailed oversight.
• Maintains confidentiality/discretion at all times related to students, faculty, and staff and responds effectively to sensitive inquiries or complaints.
• Manages stressful situations with diplomacy, tact, and good humor; possesses conflict resolution and negotiation skills.
• Commands strong interpersonal, analytical, management, and organization skills.
• Excellent interpersonal skills to effectively lead, motivate, and influence people at all levels.
• Quickly evaluate complex issues and identify multiple options for resolution.
• Advanced knowledge of University of Chicago policies, procedures, and practices and/or equivalent institutional knowledge.

Working Conditions

• Office environment.
• Some evening and weekend work.
• Fast-paced environment.
• Sit at a computer for 4-6 hours.
• Periodic walking to other campus locations.

Application Documents

• Resume/CV (required)
• Cover Letter, to include interest in position (required)
• References Contact Information (3)(required)
  

Job Family

Administration & Management

Role Impact

Individual Contributor

FLSA Status

Exempt

Pay Frequency

Monthly

Scheduled Weekly Hours

37.5

Benefits Eligible

Yes

Requires Compliance with University Covid-19 Vaccination Requirement

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Statement

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward .

The University of Chicago is an Affirmative Action/ Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected 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.