Department Administrator

The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world. We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government. To learn more about the university click here http://www.uchicago.edu/ Department SSD: Committee on Quantitative Research Methods in Social, Behavioral, and Health Sciences - Staff and Temporary Employees About the Department The Committee on Quantitative Methods in Social, Behavioral, and Health Sciences is an interdisciplinary community of faculty and students interested in methodological research in relation to applications in the social, behavioral, and health sciences. The goals are to create an intellectual niche, exchange research ideas, facilitate research collaborations, share teaching resources, enhance the training of students, and generate a collective impact on the University of Chicago campus and beyond. The Committee oversees academic programs in quantitative methods for doctoral students, Masters' students, and college students and organizes a biweekly workshop that serves as an important forum for scholarly exchanges. Job Summary The job provides professional support and solves straightforward problems for a broad range of business operations and academic activities. May develop and implement office procedures and policies and ensures compliance. May prepare and monitor the budget for a unit. The Administrative Specialist is responsible for a wide range of academic support services to the Committee on Quantitative Methods and will report to the Committee’s chair. Duties include arranging all Committee and subcommittee meetings, organizing itineraries of outside speakers, maintaining the Committee’s website, collecting and updating information on quantitative methods courses across the university, maintaining records of faculty appointments as well as records of undergraduate and graduate students, helping to organize the biweekly workshop on quantitative methods, conferences, faculty meetings, and special events, disseminating materials, serving as liaison to other administrative offices, conducting student surveys, and maintaining the Chair’s calendar. The Administrative Specialist also assists with preparing federal training grant applications and operating the funded training grants. Responsibilities Major responsibilities for the Committee on Quantitative Methods: Performs high-level administrative duties in support of the day-to-day operations of the Committee. Coordinates office functions, including developing and implementing office procedures and policies; composing correspondence and other documents, scheduling diverse and complex appointments, meetings, and travel arrangements, taking notes at meetings for distribution and archiving, regularly updating the Committee’s website. Manages the email lists of the Committee faculty, of students in each program overseen by the Committee, and of the Quantitative Methods Workshop; arrange all the logistics for the biweekly workshop and special symposia, including coordinating details with the workshop subcommittee, making announcements, and communicating with the speakers. Responsible for special event planning: Determines the appropriate venue, hires, and negotiates with caterers and other vendors, and arranges logistics for speakers, etc. Executes all components of plans for putting on events for the Committee in consultation with the Chair. Manages course listings with the University Registrar, related student inquiries, and student records for related curricular programs (including doctoral certificate, MAPSS QMSA, and an undergraduate minor); coordinates with appropriate Dean of Students offices; collects and compiles quantitative methods course information from departments/schools and instructors; conducts student surveys for program evaluation and extracts reports for review. Coordinates academic appointment and reappointment procedures for non-faculty academic appointees; also coordinates the hiring of work-study students or part-time temporary staff members for the Committee; including posting/advertising open positions, overseeing procedures for the job search and candidate selection, preparing new hire and reappointment case recommendations, and training and supervising work-study students or part-time/temporary employees. Major responsibilities for federal training grants: Supports applications for federal training grants in advanced quantitative methods, including researching and collecting relevant online information, contacting relevant institutions and organizations and arranging meetings for discussing potential collaboration, obtaining information on anticipated expenses related to training activities; and preparing materials to be included in the grant application. Supports the operation of funded federal training grants in advanced quantitative methods, including advertising on a national scale, compiling applicants’ information for review and selection by the project team; preparing and updating content for the web site of the training institute; drafting and sending communications to participants and advisory board members and responding to inquiries; scheduling regular team meetings, focus group meetings with participants, and monthly brown bag series; preparing meeting minutes; organizing files in UChicago Box and Dropbox; coordinates the hiring of TAs and RAs for the training grant; planning and managing all the logistics for the summer institute (typically 2 weeks in June or July) including selecting the in-person venues, coordinating with the IT for virtual or hybrid sessions, arranging transportation and meals, preparing and distributing handouts, and handling payments and reimbursements. Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services. Initiate the hiring process of students and staff for a unit, which includes the processing of payroll. Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects. 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: --- Preferred Competencies Capacity to understand and engage with the values and principles that inform administrative policy and practices. Excellent oral and written communication skills — the ability to communicate directly with faculty clients and provide excellent customer service to build strong client relationships is required. Excellent interpersonal skills. Excellent attention to detail and ability to handle multiple tasks simultaneously under tight deadlines. Ability to handle sensitive situations and information with tact and discretion. Ability to maintain calm and courteous demeanor and work productively during periods of heavy workload, competing priorities, complex problems, and tight deadlines. Considerable skill working both independently and as part of a team. Record of taking initiative and completing projects with minimal supervision. Proven ability to exercise independent judgment, interpret and communicate policy, and develop new administrative systems in response to emerging operational needs. Working Conditions Standard office environment. Application Documents Resume (required) Cover letter (required) References (3) (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 Administration & Management 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 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. 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Salary : $49,100 - $62,200