What are the responsibilities and job description for the Administrator, Dean’s Office position at University of Chicago?
Department
HUM Staff: Div Admin PA - EA
About The Department
The Division of the Humanities comprises 19 degree programs across 16 departments and committees, with approximately 650 students from around the world enrolled in our PhD, MFA, and MA programs. The students and faculty in our departments dedicate themselves to the thoughtful consideration of humanities' place in the world. This dedication is displayed through our interdisciplinary centers and programs. UChicago’s Division of the Arts and Humanities stands uniquely positioned to re-energize the mission, vitality, and centrality of humanistic scholarship and the arts nationally.
Job Summary
Reporting to the Senior Executive Assistant to the Dean (SEA), the Dean’s Office Administrator assists with day-to-day operations, calendar management, communication, data tracking, and coordination of events and special projects. This role provides essential administrative support to members of the Dean’s leadership team, including the Vice Provost of the Art and two Deputy Deans. The Dean’s Office Administratrator serves as a key point of contact, interacting with faculty, staff, students, and external partners, and is instrumental in fostering a professional and welcoming atmosphere within the office. This role demands a high degree of professionalism, discretion, and organizational skills to proactively address the dynamic needs of the office.
This position requires an on campus presence with the possibility of a hybrid schedule based on operational need, coverage, workload, time of year, etc.
Applicants, when uploading your resume, please include all required application documents (resume, cover letter, and references) to be considered.
Responsibilities
Minimum Qualifications
Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
Work Experience
Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.
Certifications
Preferred Qualifications
Experience
Job Family
Administration & Management
Role Impact
Individual Contributor
Scheduled Weekly Hours
37.5
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
Pay Rate Type
Hourly
FLSA Status
Non-Exempt
Pay Range
$58,000.00 - $68,000.00
The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.
Benefits Eligible
Yes
The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.
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.
HUM Staff: Div Admin PA - EA
About The Department
The Division of the Humanities comprises 19 degree programs across 16 departments and committees, with approximately 650 students from around the world enrolled in our PhD, MFA, and MA programs. The students and faculty in our departments dedicate themselves to the thoughtful consideration of humanities' place in the world. This dedication is displayed through our interdisciplinary centers and programs. UChicago’s Division of the Arts and Humanities stands uniquely positioned to re-energize the mission, vitality, and centrality of humanistic scholarship and the arts nationally.
Job Summary
Reporting to the Senior Executive Assistant to the Dean (SEA), the Dean’s Office Administrator assists with day-to-day operations, calendar management, communication, data tracking, and coordination of events and special projects. This role provides essential administrative support to members of the Dean’s leadership team, including the Vice Provost of the Art and two Deputy Deans. The Dean’s Office Administratrator serves as a key point of contact, interacting with faculty, staff, students, and external partners, and is instrumental in fostering a professional and welcoming atmosphere within the office. This role demands a high degree of professionalism, discretion, and organizational skills to proactively address the dynamic needs of the office.
This position requires an on campus presence with the possibility of a hybrid schedule based on operational need, coverage, workload, time of year, etc.
Applicants, when uploading your resume, please include all required application documents (resume, cover letter, and references) to be considered.
Responsibilities
- Serves as the first point of contact for visitors to the Dean’s Office, ensuring a welcoming and professional environment.
- Manages the Vice Provost for the Arts’ calendar, scheduling meetings, preparing agendas, distributing materials, and handling follow-up documentation.
- Provides administrative support for two Deputy Deans, as it relates to their Deputy Dean appointment; managing calendars, coordinating meetings, and preparing necessary materials.
- Acts as the primary liaison between the Deputy Deans, Vice Provost for the Arts, and department administrators within home units as needed, such as supporting committee work with faculty chairs and co-chairs, ensuring clear and efficient communication and smooth workflow.
- Coordinates onboarding processes for new Deputy Deans, and others as needed.
- Provides backup to the SEA in managing the Dean’s calendar, scheduling meetings, and coordinating travel arrangements as needed.
- Assists in disseminating information to faculty, staff, and students; maintains/updates divisional listervs.
- Coordinates office supply inventory and manages purchase orders to ensure supplies and resources are available.
- Monitors deadlines and ensures follow-ups on tasks and projects assigned to the office.
- Processes invoices, assists the Deputy Deans and VP of the Arts with expenses, either directly or in collaboration with the Shared Services GEMS support team.
- Maintains accurate records, files, and spreadsheets, ensuring data integrity and accessibility.
- Supports the planning and execution of events, meetings, and conferences hosted by the Deputy Deans. Assists SEA as needed with events hosted by the Dean. Provides on-site support during events to ensure smooth execution.
- With guidance from the SEA, enters data in Workday, including research leave, new chair appointments, and emeritus termination details.
- Provides administrative support for special projects and initiatives under the guidance of the SEA.
- Conducts basic research, data entry, and reporting as needed.
- Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office.
- May initiate correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries.
- Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar.
- Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
- Performs other related work as needed.
Minimum Qualifications
Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
Work Experience
Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.
Certifications
Preferred Qualifications
Experience
- 5 years of experience in executive-level administrative support, preferably in an academic setting.
- Proven experience managing complex schedules and coordinating projects.
- Proficiency in Microsoft Office Suite, project management tools, and other relevant software.
- Proficiency in Workday.
- Exceptional organizational and time-management skills.
- Strong written and verbal communication.
- Handle sensitive information with discretion and maintain a high level of confidentiality.
- Demonstrated problem-solving skills and attention to detail.
- Capacity to work independently and collaboratively in a dynamic and fast paced environment.
- Resume/CV (required)
- Cover Letter including your interest in this position (required)
- Three References Contact Infomation (required)
Job Family
Administration & Management
Role Impact
Individual Contributor
Scheduled Weekly Hours
37.5
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
Pay Rate Type
Hourly
FLSA Status
Non-Exempt
Pay Range
$58,000.00 - $68,000.00
The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.
Benefits Eligible
Yes
The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.
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.
Salary : $58,000 - $68,000
