Coordinator, Academic Affairs


Coordinator, Academic Affairs
The University of Chicago- Chicago, IL

Job Information
Job Summary:

The Coordinator, Academic Affairs, provides primary support to the Director of Academic Affairs, and provides administrative support to staff within the Dean’s suite. The Coordinator assists with the faculty and academic appointment processes and provides administrative support to managers and other executives in the Dean’s suite, including serving as a backup to the Dean’s Executive Assistant especially with managing the Dean’s calendar.


75% Office of Academic Affairs:

Learns and interprets the Provost’s and divisional policies, practices, and processes for academic personnel actions such as hiring, promotions, tenure, renewals, leaves, etc.

Ensures academic search files submitted by departments are compliant, and works collaboratively to resolve any discrepancies.

Enters employment actions into Workday , the University’s Human Resource system.

Enters employment commitments into Tracker database.
Participates in determining and conducts quality control (QC); corrects data creep errors; develops and maintains QC standards.

Creates and maintains an electronic filing/storage system for divisional academic appointment information;

Develops a process for converting divisional files from paper to electronic format. The Coordinator will actively participate in the process of creating a new database system to store academic appointee data.

Maintains up-to-date recordkeeping.

Runs reports in Workday, and develops reports in Tracker and Excel to keep appropriate personnel informed of upcoming employment changes.

Investigates, collects, and submits data requests on behalf of the Provost’s office regarding the academic bargaining unit.

Acts as a backup to the Director, Academic Affairs.

Collaborates with divisional and other university payroll personnel;

Acts as extra backup support to the HR/Payroll Administrator with regard to academic payroll actions.

25% Administrative Support:

Serves as the first point of contact for and greets the Dean’s visitors.

Provides backup support to the Dean’s Executive Assistant when necessary.

Provides support for Dean’s office events.

Manages the Dean’s Suite office space, business machines, and supply inventories.

Provides administrative support for two Deputy Deans as related to deputy dean activities.


The following are required.

Friendly, welcoming, and professional demeanor.

Ability to plan, organize, problem solve, and prioritize independently and successfully.

Excellent written and oral communications skills.

Attention to detail.

Flexibility and adaptability;

Ability to work collaboratively with a wide range of people, cultures, and departments.

Ability to maintain confidentiality.

Ability to communicate University and divisional procedures and policies tactfully and clearly.

Ability to interpret scheduling needs and schedule appointments appropriately, including understanding the Dean’s calendaring affairs.

Willingness and flexibility to learn proprietary University database and HR systems.

Proficiency with MS Office Suite: Word, Excel, Outlook; working knowledge of PowerPoint a plus.

Additional Requirements
Education, Experience or Certifications:


High school diploma or equivalent required.
Bachelor's degree preferred.


Minimum of one year working in an office setting required.

Previous experience in a university administration or student services environment preferred.

Experience working with HR and payroll teams preferred.

Working Conditions and Physical Requirements:

Office environment
Minimal evening and weekend work – maybe once per year
Fast-paced environment
Ability to lift up to 25 lbs.
Ability to push carts with up to 40 lbs. of material
Periodic walking to other campus locations
Climbing up to 5 flights of stairs

Required Documents:

Letter of interest in the position
List of references
A response to the following: Describe how you addressed an administrative situation in your previous experience which required you to balance competing pressures and priorities.

NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.

Benefit Eligibility

Pay Frequency

Pay Range
Depends on Qualification

Scheduled Weekly Hours


Job is Exempt?

Drug Test Required?

Does this position require incumbent to operate a vehicle on the job?

Health Screen Required?

Posting Date

Job Link: