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Assistant Director for Postdoctoral Affairs

University of Chicago

University of Chicago

Chicago, IL, USA
Posted on Thursday, February 8, 2024

Department

BSD GPA - Administration


About the Department

The Office of Postdoctoral Affairs (PDO) within the Biological Sciences Division (BSD) provides support and services to all postdoctoral scholars and fellows in the BSD.


Job Summary

The Assistant Director for Postdoctoral Affairs is primarily responsible for facilitating appointments and reappointments for BSD Postdoctoral Fellows and Scholars. The Assistant Director will work with departmental HR, Academic Affairs administrators and the University of Chicago Provost's Office to enforce policy and review and approve all necessary Postdoctoral appointment forms and documents. Additional activities will include the following: provide administrative support for the BSD Postdoc Office; advocate for and provide overall support for postdoctoral fellow and scholar activities including special event planning and seminars for BSD postdocs; provide support for relevant postdoc communication and web site information and design.

Responsibilities

  • Supports operations for the UChicago BSD Postdoctoral Affairs Office.

  • Manages the appointment and re-appointment process of postdoctoral fellows and postdoctoral scholars in the BSD.

  • Interacts with departmental HR and Academic Affairs administrators, the Office of International Affairs, and the University of Chicago Provost's Office to enforce postdoctoral policy and reviews and approves all necessary postdoctoral appointment forms and documents.

  • Updates and maintains the database on current postdoctoral fellows and scholars and postdoctoral alumni for tracking. Provides regular reports for institutional metrics, training grants and other federal reporting purposes.

  • Provides administrative support for professional development opportunities for postdocs in the BSD, for the PDA seminar series and for Postdoctoral Association Steering Committee meetings.

  • Assists with established and new regular communications on campus updates, job opportunities and funding opportunities with current postdocs.

  • Updates information on Postdoc Affairs website.

  • Solves problems in areas such as academic and administrative policy, student admissions, curriculum research and development, and budget development. Advises various campus-wide and program committees in various aspects of student life.

  • Recommends process improvements for programs that relate to critical student-life improvement, including emergency management, accommodations for students with disabilities, and/or the administration of health care services and programs for students.

  • Collaborates with academic divisions in educating students on safety issues. Interprets student disciplinary issues and prepares an annual university summary of disciplinary actions. Counsels students, parents, and staff in response to concerns, and handles complex situations including student crises.

  • Performs other related work as needed.


Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Education:

  • Master’s or PhD Degree in Life Sciences, Human Resources, Higher Education Administration or related field.

Experience:

  • Workday experience.

  • Proficiency with Microsoft Office and Adobe Creative Cloud.

  • Experience with higher education administration, academic affairs or postdoctoral affairs.

Preferred Competencies

  • Demonstrated flexibility and ability to multi-task on frequent and constantly changing demands.

  • Ability to effectively communicate with faculty, postdocs and other research scientists, and various administrative offices at all levels in the University.

  • Excellent organizational skills.

  • Attention to detail.

  • Analytical skills.

  • Ability to meet deadlines.

  • Ability to maintain confidentiality.

  • Ability to resolve problems.

  • Ability to work independently and as part of a team.

Working Conditions

  • Office Environment.

  • Weekend/Evening hours as needed (some events/seminars occur after 5pm).

  • Some travel is required (less than 5%).

Application Documents

  • Resume (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

Student Affairs & Services


Role Impact

Individual Contributor


FLSA Status

Exempt


Pay Frequency

Monthly


Scheduled Weekly Hours

40


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.

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.