Associate Director of Academic Program Operations

Department
PSD Chemistry: Administrative Staff

Job Summary
Reporting to the Managing Director, the Associate Director of Academic Program Operations leads administrative operations for the graduate and undergraduate programs within the Department of Chemistry and is the primary owner of administrative operations for the graduate and undergraduate programs. In support of and, in collaboration with the Director of Graduate Studies (DGS) and the Director of Undergraduate Studies (DUS), this individual is accountable for the delivery of comprehensive operational support to all academic programs. The position collaborates with the Student Affairs Administrator(s) and Managing Director to ensure seamless coordination across the department. This position has a dotted line reporting relationship to the Dean of Students.

Responsibilities

• Identify opportunities for curricular and process improvements as well as develop innovative solutions to program challenges in collaboration with DGS, DUS, and faculty leadership.
• Oversee and track yearly academic performance reviews and student progress within the master's and PhD programs.
• Prepare monthly reports of graduate program metrics related to the yearly progress tasks for the DGS.
• Coordinate, organize, and lead critical workstreams and events in graduate student recruitment, admissions and orientation in collaboration with faculty leadership.
• Collect student concerns and develop resolution and response plans in coordination with the DGS, DUS and appropriate University offices.
• Manage undergraduate academic processes including chemistry placement testing, assignments, Minor forms, and course substitutions.
• Coordinate with the Student Affairs Administrator to complete classroom assignments and course catalog updates.
• Coordinate with associated College and Divisional offices including the Registrar, Advising, and Dean of Students to ensure successful execution of educational programs.
• Manage and oversee payroll streams and workflows for undergraduate and graduate students.
• Organize and manage undergraduate programs and events, including but not limited to, The Beckman Scholar Program, open houses, awards selection and distribution, information sessions, and summer exchange programs.
• Manage Teaching Assistant assignments in coordination with the DUS.
• Develop positive and active working relationships with internal and external constituents to create synergies across departments related to programming, resolution of student issues, and other matters of common interest.
• Uses in-depth knowledge and experience to administer the delivery of services to program participants and/or beneficiaries such as communicating with programs sponsors and academic advising for undergraduate students.
• Develops and communicates program priorities and performance standards and assesses operations using these criteria. Plans and conducts quality assurance reviews and recommends changes as appropriate.
• Manages program budgets and recommends or makes budgetary recommendations.
• Has a deep understanding when interacting with faculty, researchers and staff for committee work or information.
• 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 5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• Ph.D., or foreign equivalent, in chemistry or related field.

Experience:

• Management of administrative processes in a higher education setting.

Technical knowledge skills:

• Experience managing academic programs and procedures.
• Experience managing / improving complex processes.

Preferred Competencies

• Strong interpersonal and communication skills.
• Ability to establish and maintain relationships at all organizational levels.
• Demonstrated ability to think strategically, independently develop and evaluate options, and develop solutions.
• Ability to work closely and effectively with faculty and other leaders across an institution.
• Demonstrated problem-solving, organization, analytical, and coordination skills including attention to detail.

Application Documents

• Resume (required)
• Cover Letter (preferred)
• 3 Professional References (preferred)

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

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
$88,000.00 - $110,000.00
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 the Benefits Guidebook.