This job was posted by https://illinoisjoblink.illinois.gov : For more
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https://illinoisjoblink.illinois.gov/jobs/12614489 Department
PSD Physics: Administration and Staff
About the Department
The Department of Physics at The University of Chicago was established
in 1893 by A. A. Michaelson. As then, the Physics Department continues
to pride itself on cross-disciplinary research which is carried out over
several multi-disciplinary institutes and centers: the Enrico Fermi
Institute, the James Franck Institute, the Institute for Molecular
Engineering, the Institute for Biophysical Dynamics, the Kavli Institute
for Cosmological Physics, the Kadanoff Center for Theoretical Physics,
and the Computation Institute. The Physics Department values the
benefits that diversity brings to life and science. We are committed to
building and maintaining an inclusive environment that places the
highest value on rigorous inquiry encouraging diverse perspectives,
intellectual engagement and exchange.
Job Summary
Reporting to the Departmental Manager, the Academic Affairs
Administrator in the Department of Physics is the point of contact for
project management and operational leadership with special focus on
academic appointments, seminar programs, academic programs/events, and
administrative processes. The Academic Affairs Administrator works
closely with department leadership and staff to support the physics
faculty and operations.
Responsibilities
Manages all aspects of the administration for the faculty and
academic hiring process, including job postings, approvals,
Interfolio management, advertisement placement and tracking of
candidates through the process.
Manages faculty and academic reappointments, including managing the
timeline, gathering all necessary information from the faculty
committee and documents and putting the cases together for
submission.
Provides practical oversight for the appointment and reappointment
of postdoctoral fellows, scholars, CASE appointees and long-term
visitors within the department, coordinating with institute staff
for joint appointments.
Assist the Departmental Manager with faculty, staff and student
affairs in the general administration of the Department keeping them
informed of pending projects and deadlines.
Manages the student hires for the department, serving as a Time
Approver for all student workers, coordinating with Human Resources
as needed to post positions and ensure student employment issues are
resolved in a timely manner.
Creates systems and processes that improve the business function of
the department including creating tracking resources, developing
training materials related to the oracle system, and creating other
resources for use by departmental faculty and staff.
Provides advanced administrative support and training for staff in
the new financial system. Answers questions for faculty,
troubleshooting issues with the Local Business Center when needed.
Oversees reimbursement for visitors and students such as GEMS
expense reports, reimbursements for visitors/graduate
students/postdocs, and paying departmental invoices to vendors
(using GEMS card, Oracle).
Serves as a back up to the department manager to troubleshoot issues
on behalf of the faculty and provide high level support for the
Department Chair.
Works with a high degree of confidentiality to provide
administrative support for faculty-led committees including the
Promotion and Appointments Committee, Teaching Activities Committee
and other committees, working with faculty leadership to ensure
relevant timelines, policies and procedures are followed and
appropriately documented.
Manages departmental events including creating seminar fliers,
managing room reservations, coordinating catering, tracking
expenses, speaker travel and reimbursement.
Drafts externally facing communications on behalf of the department
chair and posts them to appropriate outlets.
Manages administration of faculty meetings and retreats.
Creates and maintain an organized file/record storage protocol to
promote institutional knowledge and enable efficient access for
faculty and staff.
Prepares departmental newsletters and announcements to share events,
programming and news with relevant constituents.
Manages departmental operations including tasks such as room
reservation requests, ordering of supplies, maintenance requests,
etc.
Performs some routine and complex assignments for the unit usually
in the areas of finance, event planning or support services.
Initiate the hiring process of students and staff for a unit, which
includes the processing of payroll.
Responsible for training office staff on office procedures and
compliance protocols. Coordinates special projects.
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 2-5
years of work experience in a related job discipline.
Certifications
