Academic Affairs Specialist, Appointments and Promotions

University of Chicago

University of Chicago

This job is no longer accepting applications

See open jobs at University of Chicago.
Chicago, IL, USA
Posted on Saturday, December 16, 2023


BSD MED - Department of Medicine

About the Department

The Department of Medicine was the first department created when the medical school began over 110 years ago. It has evolved into the largest department, not only in the medical school, with over 300 full time faculty and research faculty, but is the largest department in the University. The main missions of the Department of Medicine -scholarship, discovery, education and outstanding patient care- occur in a setting of multicultural and ethnic diversity. These missions are supported by exceptional faculty and trainees in the Department. We believe you will quickly agree that the DOM’s faculty, fellows and trainees very much represent the forefront of academic medicine – extraordinary people doing things to support the missions of our department. The result is a department which reaches far beyond the walls of our medical school to improve humanity and health throughout our community and the world providing high quality patient care and training of the next generation of leaders in medicine.

The Department of Medicine has a long and proud history of research and discovery in the basic, clinical and translational sciences. Currently, the Department of Medicine is among an elite group of medical centers who are leading in the discovery and delivery of personalized medicine. Our impressive pool of talented researchers are renowned for bridging the bench to the bedside, and clinical research evaluations of new drugs and devices. The educational mission of the Department of Medicine is to train exceptional healers and the future leaders in academic medicine. The Department is home to four top residency programs (Internal Medicine, Emergency Medicine, Dermatology and Medicine-Pediatrics) and twelve fellowship programs, including seven federally funded training grants. Our residents obtain their 1st choice of fellowship programs over 80% of the time, with these positions usually obtained in the very best academic programs nationwide, a fact clearly reflecting the high esteem in which our program and house staff is held.

Diversity of house staff and faculty is a key priority in our enterprise, both to cultivate leadership from underrepresented minorities and women and to reflect the ethnic and racial makeup of the patients we serve. Our trainees and faculty are recruited from top medical schools in the country. The Department of Medicine also takes great pride in providing unparalleled, comprehensive and innovative patient care. The Department’s clinical excellence is continually recognized by the highly regarded US News and World Report and each of the Department’s subspecialty practices are recognized as programs of national, regional, and local distinction for our novel diagnostic and therapeutic patient care offerings.

Job Summary

The Academic Affairs Specialist, Appointments and Promotions will support the Director and ensure successful navigation of the appointments and promotions processes (including appointments, promotion, and tenure) for the Department of Medicine faculty and other academic appointees.


  • Reviews, edits, and approves appointment case documentation.
  • Develops and implements appointment and promotion case scheduling strategy.
  • Assists the Director with training and educating the section administrators on the appointment process.
  • Helps develop and implement solutions for faculty job changes employing options.
  • Develops and implements enhancements for academic processes.
  • Assists with all faculty payroll actions within Workday.
  • Reviews, edits, and approves academic hiring materials for submission to the Office of Academic Affairs.
  • Assists with managing the day-to-day operations of faculty affair programs with a moderate level of guidance.
  • 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


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.



Preferred Qualifications


  • Advanced degree.


  • Previous academic/faculty affairs experience.
  • University or academic medical center experience.

Technical Skills or Knowledge:

  • Workday or similar HRIS system experience.
  • Knowledge of Microsoft Office.
  • Working knowledge of employment regulations and typical human resources procedures.

Preferred Competencies

  • Excellent verbal and written communication skills.
  • Interpersonal skills.
  • Customer service skills.
  • Decision-making skills.
  • Presentation skills.
  • Analytical skills.
  • Work long hours when necessary.
  • Work independently and as part of a team.
  • Maintain confidentiality.
  • Work on multiple projects simultaneously, set priorities, and meet deadlines.
  • Coordinate the work of others.

Application Documents

  • Resume/CV (required)
  • Cover Letter (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Academic Affairs

Role Impact

Individual Contributor

FLSA Status


Pay Frequency


Scheduled Weekly Hours


Benefits Eligible


Drug Test Required


Health Screen Required


Motor Vehicle Record Inquiry Required


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.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

This job is no longer accepting applications

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