Assistant Dean, Students, Student Financials, and Registration

Department

HUM Staff: Div Admin DOS Dean of Students

About the Department

The Dean of Students Office within the Division of the Humanities provides clear and critical support structures to students and advances the academic mission through an inclusive and student-centered approach. In collaboration with the departments within the Division of the Humanities as well as the broader University community, the office supports students’ education and development both inside and outside the classroom.

Job Summary

Reporting to the Dean of Students, the Assistant Dean of Students, Student Financials and Registration has responsibility for matters related to divisional events, registration, enrollment status changes, financial aid administration, teaching appointment oversight, and fellowship competition management. The Assistant Dean of Students is responsible for the accurate allocation of approximately $40 million in divisional student financial aid.

Candidates, please upload all required material to be considered (resume, cover letter, and references).

Responsibilities

• Manages the administration of approximately $40 million in divisional student financial aid, ensuring the funding is drawn from the appropriate accounts, entered into the University’s financial aid system, and recorded in divisional files/databases.
• Manages the annual student financial aid renewal process, working with the departments on their students’ eligibility for funding, communicating with students about financial disbursements, and informing students about changes in financial aid allocations.
• Manages the dissertation fellowship competition, works with faculty on the selection of fellowship recipients, notifies recipients of the awards, and coordinates adherence to University and Divisional policies on fellowship eligibility.
• Coordinates with departments and centers on their fellowships, including FLAS, Nicholson, and CSGS.
• Oversees endowment funding allocations and works with appropriate campus partners to ensure student/donor recognition.
• Administers the dissertation research travel grant, placing parameters on applications, communicating with students/departments regarding awards and reimbursements.
• Coordinates with the Office of the Registrar, Graduate Financial Aid, Office of the Bursar/Campus and Student Life to resolve discrepancies in student information kept in the University’s Academic Information System (AIS) and provides feedback to these offices when changes in student status in the registration component are not accurately reflected in the financial aid and/or billing components of AIS. 
• Processes student leave of absences and withdrawals, reviews documentation, and makes appropriate stipend adjustments.
• Manages candidacy requirements, time to degree expectations, and maximum time limit enrollment situations with departments/programs, and changes enrollment status when appropriate.
• Pulls student holds on a weekly basis to review for changes in enrollment status related to unresolved restricted registration.
• Manages registration concerns/questions, add/drop processing, and communications with departments/programs regarding registration policies.
• Ensures adherence to institutional policies and procedures. Works closely with the Offices of the Registrar, Bursar, Graduate Financial Aid, International Affairs, UChicagoGRAD, Humanities departments, and other areas as required.
• Attends monthly Assistant/Associate Dean of Students meetings.
• Assists with the Divisional Convocation ceremony coordination, managing staff volunteers and training, day-of-event logistics, confirming enrollment status of graduates, and supporting the convocation team.
• Organizes the Divisional Orientation, including reserving space, inviting speakers, ordering swag, communicating with incoming students, and tracking responses.
• Assists students with a range of straightforward enrollment and billing problems by analyzing possible solutions using standard procedures.
• Coordinates the financial aid award process for a designated group of students by coordinating the cycle of awards and reviewing and revising aid application materials. Reviews and packages financial aid awards.
• Analyzes the maximum aid needed to students yet remain within government guidelines and overall budget limitations for aid distribution.
• Communicates financial aid policies and programs to currently enrolled students with moderate guidance.
• 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 knowled