Associate Director, Faculty Services

General Summary: Supports the faculty in the Booth School of Business at the Hyde Park campus and the downtown Gleacher Center, while ensuring that Faculty Services operations at both locations run efficiently and have sufficient office coverage. Manages Assistant Director team members at both locations, providing guidance, leadership, and mentoring. Manages course material procurement and distribution for Executive MBA (EMBA) Programs in three locations, including two international locations. Provides oversight and management of requested materials, makes recommendations for cost savings and efficiencies, and streamlines processes. Assists with financial document processing, develops a thorough understanding of University financial systems, provides training to others as needed on the financial system, room scheduling system, etc., and assists with other administrative duties.

Principal Duties and Responsibilities:

• Manages three Assistant Directors and operations across two campuses. Provides guidance and leadership to team members to foster stellar customer service within the Faculty Services Suite at the Harper Center and the Faculty Suite at the Gleacher Center. Acts as a mentor and resource to team members as they develop their skillsets and understanding of Booth processes and procedures. Builds rapport between two sites that support faculty while ensuring a similar level of service and knowledge base in both locations.
• Manages all forms of course material procurement and distribution for degree programs on four campuses (Chicago-Hyde Park and Gleacher, London, and Hong Kong). Works with vendors and suppliers to purchase items and clear copyrights, as necessary. Investigate textbook options (hard copies, electronic copies, etc.) and pricing for course materials purchased by Booth, and make recommendations for both cost savings initiatives and efficiencies. Maintains and builds relationships with EMBA staff in three locations. Puts into place effective processes to collect and share information. Works closely with Canvas Support for LMS Canvas site creation and maintenance. Creates and implements a tracking system for supplemental materials used in courses.
• Assists with online and walk-in room reservation requests for classrooms and faculty meeting rooms. Collaborates with Booth Facilities and Booth Registrar's Office regarding room requests and meeting room management systems. Makes recommendations and provides feedback regarding room utilization.
• Works with the University’s Oracle financial system regarding payments and purchase orders for domestic and international vendors, utilizes the University’s GEMS concur reimbursements system, and assists with other administrative tasks related to Faculty Services operations. Assists with training staff members and guiding as needed. Makes recommendations to team members regarding best practices.
• Develop relationships with Facilities, AV, and other constituents at both campuses by learning and building working knowledge of class-related operations at Harper, Gleacher, and B455.
• Develop an understanding of degree programs offered by Booth, and how Faculty Services works to best support them in terms of classes and faculty. Partners with other departments to provide seamless delivery of academics. Engages with other staff units, as needed, to provide guidance to faculty and create best practice operations for the department.
• Performs other related work as needed.

Knowledge, Skills, and Experience:

• A bachelor’s degree is required.
• Master’s degree is preferred.
• Background in higher education.
• Demonstrated proficiency with MS Office (Word, Excel, PowerPoint, and Outlook).
• Comfortable learning and working with other software and database programs used for room scheduling, faculty records, courses, etc.
• Learn and utilize Canvas LMS and other course material-related sites.
• Understanding of faculty at a research institution.
• Give direction and feedback to team members.
• Management experience.
• Comfortable providing training to a range of skill levels. Develop and document best practices and standard operating procedures.
• Outstanding verbal and written skills, as well as superior organizational skills and constant attention to detail.
• Handle multiple detailed tasks/projects simultaneously and meet strict deadlines with frequent interruptions.
• Demonstrated ability to work effectively and diplomatically with colleagues, as well as with students, faculty, and corporate contacts in a multitude of communication methods, i.e., in person, email, and phone.
• Professional demeanor, including tact, discretion, and a customer service-oriented approach.
• This position works a minimum three days per week in the office.
• Resume/CV (required)
• Cover Letter (required)

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information, please see the University’s Notice of Nondiscrimination. Academic job seekers needing reasonable accommodation to complete the application process should call 773-702-5671 or email ACOppAdministrator@uchicago.edu with their request. Staff Job seekers needing reasonable accommodation to complete the application process should call 773-834-1841 or email talentacquisition@uchicago.edu with their request.