Student Affairs Administrator

Department

PSD Chemistry: Administrative Staff

About the Department

One of the first departments founded at the University of Chicago was the Department of Chemistry. Since then, The University of Chicago has been the recipient of more than 73 Nobel Prize recipients, 15 of which came from the Department of Chemistry. Our current faculty have considerable strength in inorganic, organic, and physical chemistry, as well as in interdisciplinary research that delves into biology, physics, and materials science.

Job Summary

Under the direct supervision of the Department Manager and guidance of the Graduate Program and Teaching Matters chairs, the Student Affairs Administrator (SAA) manages a variety of student services and departmental activities for Chemistry, with primary focus on graduate student support. This position has a dotted line reporting relationship to the Dean of Students.

Responsibilities

• Provides staff support for graduate students, working closely with the department Graduate Program Chair, Department Manager, Associate Director of Academic Program Operations and other key leaders.
• Manages course scheduling; manages student academic records and the quarterly registration process for PhD students through the University’s Academic Information System.
• Develops positive and active working relationships with internal and external constituents including but not limited to the PSD Dean of Students (DOS) and College Dean of Students offices, Registrar, UChicagoGRAD and Career Advancement, Student Health and Counseling Services, Office of International Affairs, and others to create synergies across departments related to programming, resolution of student issues, and other matters of common interest.
• Attends the monthly Student Affairs Administrator meetings to stay abreast of policy changes and learn best practices, and attends Convocation each spring.
• Works with PSD DOS office on accommodations implementation for students with SDS accommodations.
• Manages the quarterly student pay process on behalf of the department (including tracking supplemental stipends, external fellowships, and teaching assistant/ grader payments), and coordinates with leadership within the Local Business Center and PSD Dean of Student’s Office to submit accurate position and account information for each Chemistry PhD student.
• Issues assignment letters to students for union positions.
• Tracks teaching by confirming course information for students in Primary Teaching Assistantship roles.
• Submits quarterly tuition and fee aid for PhD students, noting appropriate accounts based on position type.
• Supports the departmental admissions process, including graduate student application management and reporting through the Slate system, and campus visits for invited students.
• Provides administrative support for graduate programming including but not limited to orientation, candidacy examinations, student awards assemblies, student organizations, and student tracking.
• Receives, reviews, and verifies prior educational institution information for incoming students.
• Responsible for annual entries in the College Catalog and Graduate Announcements.
• Responds to DOS team inquiries about graduation: including transcript review, admission to candidacy, final exam forms, completion of degree requirements, expected graduation date.
• Completes graduation approvals in AIS (student registration system).
• Provides administrative support for Department educational and outreach programs.
• Manages dissertation defenses and supports committee organization of annual recruitment drive and orientation.
• Supports communications, planning and scheduling of orientation activities for matriculating PhD students.
• Manages and assists with administrative activities, including but not limited to, processing reimbursements, maintaining operational metrics, and management of external benchmarking and certification submissions.
• Solves problems in areas such as academic and administrative policy, student admissions, curriculum research and development, and budget development.
• Recommends process improvements for programs that relate to critical student-life improvement, including emergency management, accommodations for students with disabilities, and/or the administration of health care services and programs for students.
• 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.

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