Department Administrator

Department SSD: Political Science - Staff and Temporary Employees About the Department From the very beginning, the Department of Political Science at the University of Chicago has been a pioneer in the development of social scientific understandings of government and politics. The department has 35-40 faculty members, about 85 PhD students, and about 105 majors per year. There are 2.5 administrator positions within the department. 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. From the very beginning, the Department of Political Science at the University of Chicago has been a pioneer in the development of social scientific understandings of government and politics. Responsibilities Manages daily administrative operations of the departmental office and support the day-to-day administrative needs of the Chair. Assists the Chair in the general administration of the Department including tracking deadlines for budgets, making travel arrangements, scheduling meetings and keeping him/her informed of pending projects, deadlines, and problems. Prepares confidential correspondence. Oversees and manages all department accounts. Creates financial budget reports and projections for review. Researches and analyzes data for reporting tools. Submits regular service payments via Oracle and GEMS. Processes travel reimbursements, vendor payments and speaker honorariums. Manages the administrative processes for faculty and academic non-faculty recruitment, appointments and promotions. Assists faculty committees with faculty recruitment, appointment and retention. Supports faculty with academic, pedagogical, and professional development activities, provide logistical support, and advertising for all events. Coordinates arrangements for visiting professors, official guests and speakers including their appointments, lodging, and lecture rooms. Places facilities requests for building maintenance and upkeep. Purchases supplies for the office and coordinates office catering needs. Initiates and coordinates the hiring process of student workers. Gathers faculty yearly teaching plans to produce the department’s quarterly Schedule of Courses and maintains the department’s course information in CIM to produce the Schedule of Courses and Graduate Announcements and College Catalog. Maintains/updates the department’s website, including posting events and news items. Prepares written, graphical, audio, and visual material to support the communications to press and government agencies. Assists in the design and planning of communications strategies. 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. Assists in the monitoring of the various financial and budgetary activities, including vendors contracts. Preparing and monitoring the budget for a unit. 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 Qualifications Education: Bachelor’s degree. Experience: Office management experience. Event planning and coordination experience. Experience coordinating domestic and international travel arrangements. Familiarity with university processes such as academic hiring, budgeting, visa processing, etc. Experience working with faculty. Technical Skills or Knowledge: Proficiency of MS Office software, HTML and Drupal proficiency and experience. Working experience in database, spreadsheet and word processing software applications. Preferred Competencies Familiarity with general business practices. Commitment to providing a high level of service and working in a team environment. High degree of professionalism. Attention to detail. Forward, creative, proactive thinking. Work effectively and collegially with various campus offices. Excellent interpersonal, oral and strong written communication skills. Handle multiple tasks simultaneously and under tight deadlines. Strong analytical and organizational skills. Work in a fast-paced environment. Excellent reading, writing, verbal communication, organizational and interpersonal skills. Work independently and with a high degree of initiative. Manage time wisely and prioritize effectively. Handle sensitive and confidential situations and information with absolute discretion. Application Documents Resume/CV (required) Cover Letter (required) Professional References Contact Information (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 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 $60,580.35 - $78,398.10 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. Posting Statement The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, 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. 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. 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. 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/