Senior Program Administrator

Department

CSL Student Disability Services

About the Department

Student Disability Services (SDS) is located within Campus and Student Life. SDS is responsible for engaging in an interactive process with students to determine their eligibility for reasonable accommodations under the Rehabilitation Act Section 504 and the Americans with Disabilities Amendment Act. The SDS team is committed to advancing disability inclusion in all aspects of campus life through the implementation of supports, services, and auxiliary aids. The SDS team serves more than 10% of the UChicago student body, ensuring students have access to the outstanding programs and services that the University offers.

Job Summary

Reporting to the Director, this position is responsible for supporting the administrative duties of the department. This position serves as the front-line staff member managing calls and questions from students, faculty, and parents about complex and sensitive matters. This position is responsible for processing HR paperwork for student employees and invoices for contracted staff per quarter.

This position provides administrative support for Student Disability Services staff; and assists with managing multiple staff calendars and liaising with University IT Services, Human Resources, Payroll, faculty and instructional staff; area Deans of Students, other academic appointees, and other administrators.

Responsibilities

• Serves as the lead office manager, relieving Director(s) and Access Coordinators by consistently overseeing the administrative details of the day-to-day operations for SDS unit.

• Serves as a Human Resources Partner for SDS; Provides oversight for student, staff, and contractor employment practices; screening applicants; coordinating interviews; assisting with onboarding for student employees and/or staff; processing and approving contractor invoices.

• Manages the SDS general email account(s) pertaining to all associated work assignments.

• Oversees the management of the physical office space, including ordering equipment and office supplies, as needed.

• Assists with scheduling diverse and complex appointments, meetings, and travel arrangements for Directors, as needed.

• Answers calls, covers the front desk, greets visitors. Triage calls and urgent matters, bringing them to the attention of Directors, Access Coordinators, and campus partners.

• Assists access coordinators with administrative duties, as needed.

• Develops and disseminates all program communications to stakeholders.

• Ensures that all accommodation services and equipment are provided in a timely and effective manner for eligible students and/or SDS staff and provides timely confirmation of those services to all pertinent parties.

• Organizes and oversees all SDS events, special projects, retreats, PAALS funds, and surveys; Supports with the management of all departmental databases and records management, as needed.

• Manages the development of SDS key performance indicators (KPIs), policies, and standard operating procedures that reflect industry best practices.

• Regularly maintains the AIM student-tracking database.

• Collects and contributes to SDS data collection for quarterly and annual reporting requirements.

• Serves as a liaison to the University community regarding administrative issues such as finances, non-academic personnel, and communications.

• Prepares financial and/or administrative reports; contributes and collects data for all SDS reporting requirements, as necessary; assists the directors and access coordinators in managing the budget, monitoring and reconciling accounts, invoices, and purchases.

• Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from the leader's office.

• May initiate correspondence and other written materials under one's own signature or for the leader's signature. Triages emails and telephone calls for action. Resolves a combination of routine and complex inquiries.

• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

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

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