PSD Astronomy & Astrophysics: Administration and Staff
About the Department
The Department of Astronomy and Astrophysics is a community guided by a sense of our history. In the University of Chicago tradition, we are driven by the pursuit of big questions: from the origin of planetary systems and the existence of life beyond Earth to understanding the physics of collisions of black holes and neutron stars. We shape new fields of inquiry by bringing together laboratory astrophysics, state-of-the-art computing, and multi-messenger observations to study the most extreme and mysterious environments in the Universe. These bold investigations prepare students in our academic programs, and early career scientists on postdoctoral fellowships, to make the breakthrough discoveries and technical innovations of their generation.
Job Summary
The Academic Affairs Administrator provides high-level administrative support to the Chair of the Department of Astronomy and Astrophysics in the execution of the undergraduate and graduate programs. In consultation with the Deputy Chair for Academic Affairs, the Academic Affairs Administrator is responsible for the implementation of the undergraduate Major and Minor and oversight of student affairs matters in both the undergraduate and graduate programs. This role is responsible for supervising the Student Affairs Administrator and also provides clerical support as the Executive Assistant to University Professor Wendy Freedman.
Responsibilities
Reports to the Chair of Astronomy and Astrophysics and works closely with the Deputy Chair for Academic Affairs and faculty on the implementation of the academic programs.
Collaborates with the Chair and Deputy Chair to define and achieve goals and strategic plans and assumes accountability for objectives assigned.
Gathers, analyzes, and reports on data concerning program performance, enrollment trends, and student outcomes.
Engages students and faculty on curricular matters and program development; prepares reports and contributes to program design.
Assists faculty with developing and evaluating program curriculum, goals, and policies.
Reviews course evaluations and recommends interventions and solutions for improvement.
Communicates and collaborates with various campus units on matters of academic and student affairs.
In consultation with the Deputy Chair for Academic Affairs, makes teaching assignments and course schedules.
Prepares annual course catalogs for the undergraduate and graduate programs.
Responsible for placement of undergraduate course assistants and allocation of graduate teaching assistants.
Initiates funding proposals for academic programs; supports departmental development efforts.
Serves on departmental committees.
Supports departmental outreach to the public.
Provides administration of the Major and Minor programs in Astronomy and Astrophysics.
Represents the department to the College as co-director of Undergraduate Programs, with the Deputy Chair for Academic Affairs.
Serves as primary adviser to undergraduates in the Major and Minor programs (approximately 80 students across programs).
Collaborates closely with the Physical Sciences Collegiate Master and the College Dean of Students Office regarding the effectiveness of the undergraduate programs.
Plans, organizes and implements programming for undergraduates in support of their academic and career development, including open houses, town halls, and information sessions.
Facilitates research placements, paid internships, and research for academic credit.
Manages logistics for the Field Course in Astronomy and Astrophysics.
Foster's relationships with the undergraduate Majors and Minors and alumni of the program through regular communications.
Liaises with RSOs (RAS, SPS, SEDS, CUWiP).
Directly supervises the student affairs administrator to ensure that graduate students in the department receive appropriate pay and support to complete their degree at the University of Chicago.
Works with the student affairs administrator to ensure that each PhD student's support is updated every quarter to align with the faculty member's funding, troubleshooting funding issues with the LBC when needed.
Troubleshoots complex matters related to student affairs including student wellness, academic performance, disputes, visa questions, and other concerns identifying when to escalate the issue to leadership within the department, division, or University.
Works collaboratively with the Director of Graduate Studies (DGS) and other faculty leadership to ensure that the departmental administration provides appropriate support for the department's graduate program.
Provides a range of clerical and administrative support activities for Professor Wendy Freedman.
Manages extensive travel arrangements, travel reimbursements, and expense reporting.
Oversees deadlines and maintains calendars.
Initiates routine and non-routine correspondence and other written materials under own signature or for the signature of the executive.
Also performs filing and printing of materials and purchasing of materials as needed.
Uses in-depth knowledge and experience to administer the delivery of services to program participants and/or beneficiaries such as communicating with programs sponsors and academic advising for undergraduate students.
Has a deep understanding when interacting with faculty, researchers and staff for committee work or information.
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 5-7 years of work experience in a related job discipline.
Advanced experience using basic software applications (e.g. Microsoft Office Suites, Google Docs, email, and calendaring programs).
Demonstrated experience accomplishing complex assignments with ambiguous requirements and minimal oversight and supervision needed.
Experience handling confidential information with absolute discretion.
Customer service experience.
Preferred Competencies
Excellent verbal and written communication skills.
Demonstrated administrative and organizational skills.
Work successfully with university students, faculty, and staff.
Multi-task and manage multiple responsibilities simultaneously.
Familiarity with general business practices.
Attention to detail.
Excellent interpersonal skills.
Strong analytical and organizational skills.
Flexible and perform new tasks with short notice.
Display a professional, calm, and courteous demeanor and maintain when under pressure.
Follow an issue through to resolution.
Work under minimal supervision and oversight.
Application Documents
Resume (required)
Cover Letter (preferred)
References (preferred)
When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Administration & Management
Role Impact
Individual Contributor
FLSA Status
Exempt
Pay Frequency
Monthly
Scheduled Weekly Hours
37.5
Benefits Eligible
Yes
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
Posting Statement
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.
Staff 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.
We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.
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.
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