Department
BSD OAA - Office of Academic Affairs
Job Summary
The Director of Academic Systems Management and Training will focus broadly on developing policy and procedure documentation, the creation and maintenance of an academic affairs website, managing Interfolio templates and processes that align with both divisional and university goals, working with the Office of Faculty and Physician Recruiting and Onboarding to ensure all academic cases are properly tracked, learning and applying departmental, divisional, and university Workday practices and procedures, and implementing training materials and workshops for incoming academic affairs personnel across the division. The Director of Academic Systems Management and Training will report directly to the Senior Director of Academic Affairs.
Responsibilities
- In consultation with Senior Director, design and implement training materials and Academic Affairs Staff Orientation sessions, develop and manage ongoing training schedule for Service Delivery Units.
- Serve as the OAA lead/point person for Interfolio, REDcap, and Workday related questions, establishing standards and best practices.
- Pilot the new Interfolio template redesign and manage the template distribution process.
- Manage and maintain REDcap changes and updates with a proactive approach.
- Create and run routine and complex academic reports for senior leadership and other stakeholders across the enterprise.
- In consultation and collaboration with Associate Deans and Senior Director, review and overhaul OAA policy and procedure documents and website, ensuring quality and effectiveness, and establishing a cadence for regular reviews and updates.
- In consultation with Associate Dean, Senior Director, and Director of OFPRO, provide coverage for academic tracking system when needed to ensure continuity of operations.
- Create and maintain academic affairs calendar; send quarterly Workday reports to Service Delivery Units on pending cases.
- Utilize excellent oral and written communication skills to inform departments and Service Delivery Units of university and divisional process and policy change/updates in a proactive and timely manner.
- Engage with and leverage AI tools to streamline and enhance work and projects.
- May manage/supervise staff; provides training, coaching, and mentoring in order to enable individual and team success.
- Creates training and programming for faculty and chair development and recommends training and/or program improvements.
- Conducts complex research and data gathering (e.g., Internet research, surveys), project planning, and implementation for a wide range of 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 7+ years of work experience in a related job discipline.
Certifications:
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Preferred Qualifications
Education:
- Master's degree strongly preferred.
Experience:
- At least 3-5 years of University administration, academic affairs, and/or HR experience.
- Prior experience with academic recruitment processes for faculty and other academic appointees.
- Prior experience with HR management systems, such as Workday, Interfolio, or similar, including data collection and process improvement.
Technical Skills or Knowledge:
- Proficiency with Microsoft Word and Excel; Adobe document management; Interfolio document management portal; and learn new technology.
Preferred Competencies
- Operational leadership skills and provide direct and indirect supervision of work.
- Strong analytical and decision-making skills.
- Strong attention to detail, and manage multiple priorities and responsibilities effectively with limited guidance.
- Communicate University and divisional procedures and policy clearly and tactfully.
- Partner with different levels of the organization and across different functional areas to achieve desired results.
- High degree of organization, follow-through, and project managements kills.
- Excellent written and verbal communication skills.
- Handle sensitive and confidential situations and information with absolute discretion.
- Excellent problem-solving skills.
Working Conditions
Application Documents
- Resume/CV (required)
- Cover Letter (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) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Academic Affairs
Role Impact
Individual Contributor
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
$110,000.00 - $160,000.00
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.
