Assistant Director of Academic Affairs

Department

PSD Administration: Academic Affairs

About the Department

The Physical Sciences Division (PSD) has a rich history of advancing and defining new fields of discovery in the physical sciences and mathematics, and this tradition of innovation continues today. Our inquiry and impact spans from the edge of the observable universe to human-computer interaction, from biophysical materials science to the geologic record of seawater composition, from gravitational waves to geometric flows, and beyond. The division includes the academic departments of Astronomy and Astrophysics, Chemistry, Computer Science, Geophysical Sciences, Mathematics, Physics, and Statistics. In addition, PSD includes a number of interdisciplinary research institutes and centers, including the Enrico Fermi Institute, the James Franck Institute, and the Kavli Center for Cosmological Physics. Many of our scientists have joint appointments at the Fermi National Accelerator Laboratory and Argonne National Laboratory as well as joint affiliations with other Chicago-based research institutions such as the Toyota Technological Institute of Chicago, Adler Planetarium, The Museum of Science and Industry, and the Field Museum. Our students build connections with world-leading scientists, collaborate across disciplines, and enjoy the dynamic Chicago and University communities.

Job Summary

The Assistant Director of Academic Affairs is an HR role responsible for hiring and managing academic appointments including postdoctoral researchers, visiting academics, and other academic appointees for assigned units. Works with each faculty lead and unit administrator to support the appointment, reappointment, and onboarding process.

Responsibilities

• Responsible for all aspects of the appointment and reappointment process for postdoctoral researchers, visiting academics, and other academic appointees for the assigned units, working closely with the unit administrator.
• Reviews all submitted materials for appointments and reappointments, ensuring materials, such as the mentoring plan and offer letter, meet requirements, and approves compliant cases.
• Responsible for all Workday actions for postdoctoral researchers, visiting academics, and other academic appointees in assigned units, including compensation actions.
• Creates cases in and uses Interfolio as needed for academic appointments through case closure.
• Serves as a liaison to the Office of International Affairs to manage and resolve visa issues.
• Serves as the primary contact for postdoctoral researchers in assigned units to counsel on issues like benefits, visa processing, University IDs, and other job-related questions, escalating appropriate questions or concerns.
• Runs Workday reports regularly to track and proactively manage academic appointment and visa end-dates.
• Proactively manages and maintains employee files.
• Completes onboarding steps and I-9 verification for postdoctoral researchers, visiting academics, and other academic appointees.
• Serves as back-up to other team members.
• Serves as a resource for program information. Resolves problems or questions referred by program staff, University administrators, or other contingencies.
• Gathers and analyzes data for possible solutions for faculty-related issues. Writes reports and expands knowledge and experience in areas.
• 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:

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Preferred Qualifications

Education:       

• Bachelor’s degree.

Experience:

• Experience in a university environment.
• Experience in a human resources role.

Technical Knowledge or Skills:

• Proficiency with Microsoft Office Suite.
• Experience using human resources systems such as Workday or Interfolio.

Preferred Competencies

• High level customer service skills and ability to interact with and serve a diverse population with tact, courtesy, clarity, and diplomacy.
• Able to work independently and as part of a team.
• Able to maintain a high-level of confidentiality.
• Ability to take initiative and follow an issue through to resolution.
• Exceptional verbal and written communication skills, including the ability to edit written materials.
• Demonstrated flexibility and ability to multi-task while maintaining a calm and court