Academic Support Administrator

Department

AHD Staff: Art History - Administration

About the Department

For more than a century, art historians at the University of Chicago have made transformative interventions in the discipline. While the Department of Art History at UChicago was a pioneer in the development of important theoretical methods in the 1990s, early art historical scholarship here flourished in tandem with the Institute for the Study of Ancient Culture’s foundational work in archaeology and the Midway Studios’ leadership in arts education.
Today, the Department proudly looks back on this history as it distinguishes itself with a combination of global scope, object-driven research, and committed interdisciplinarity. Faculty and students pursue research spanning five continents, as historical strengths in Asian, European, and North American art have expanded to include Latin American and Islamic art, as well as the relations between these and other geographical areas traditionally treated in isolation. That work is supported by the University's internationally recognized departments and centers in area studies with robust language offerings.
Original works of art, buildings, and sites weave through the department’s scholarly and curricular fabric in the form of object-, material-, and site-based research that is often large-scale and collaborative, object-driven training in the Chicago Objects Study Initiative and Rhoades Program, and annual traveling seminars and conservation classes. Interdisciplinary commitments—a hallmark of the University of Chicago—are manifest in faculty’s co-teaching, cross-appointments, and involvements in other departments, centers, and initiatives across campus, in the multiple workshops faculty and students in art history sponsor and participate in, and in the coursework students are encouraged to pursue beyond art history.

Job Summary

The Academic Support Administrator (ASA) is responsible for synthesizing and transforming complex information and issues into creative solutions and approaches. This position is a vital first point of contact for PhD and undergraduate students as well as faculty regarding program requirements and academic policies. Working collaboratively with supervisor, Chair, department colleagues, and relevant units in the Division of Arts and Humanities, the College, and University, the ASA organizes and coordinates the administrative work of the graduate and undergraduate programs and supports the academic appointment processes for faculty and other academic appointees. The ASA reports to the Financial and Academic Affairs Administrator (FAAA) and indirectly to the Department Chair.

Responsibilities

• Develops high-level skills, thorough understanding of department and University policies.
• Collaborates and consults with staff and relevant administrators such as FAAA, Director of Graduate Studies (DGS), Director of Undergraduate Studies (DUS), Director of Undergraduate Studies in Architectural Studies, MAPH (Master of Arts Program in the Humanities) Advisor, Faculty, and Department Chair.
• Conscientiously coordinates the administrative work of the graduate and undergraduate programs by interpreting policy, managing students and administration with admissions and recruitment, tracking degree requirements, managing and organizing courses and teaching responsibilities, following up on job placements for alumni, notifying students about internships and professional opportunities, matching students with advisors, and other related activities. 
• Maintains accurate records on student fellowships and financial aid and provides reporting and other related information as needed.
• Schedules courses and classrooms, incorporating the needs of other University and external partners; tracks and maintains bidding and enrollment reports; supports course registration and curricular initiatives. Maintains course records.
• Works with faculty on various related committees regarding the department’s degree programs, student progress, and internal fellowship competitions.
• Advises faculty and FAAA about student concerns; discerns when issues need to be elevated and to whom; provides data as needed.
• Maintains electronic records and collects data for financial stewardship reporting. Attends faculty meetings as appropriate.
• Assists students and faculty seeking information about student affairs policies, FERPA compliance, and Title IX referrals; represents the department in student affairs training sessions.
• Supports the appointment and other academic processes for faculty and Other Academic Appointees (OAAs) by tracking OAA appointment planning; helping develop job ads; meeting requirements and deadlines; drafting memos for Chair; and assisting with on-boarding academics, from initial communications to acclimating them to the Department, University, and the City of Chicago.
• Drafts Spring reviews for graduate students; works with DGS. Edits dissertations for PHD students and MAPH Research Assistants, creating forms to detail criteria for RA’s.     
• Uses general understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
• Interacts with faculty, researchers and staff for committee work or information.
• 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 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Experience:

• Minimum requirements include knowledge and skills developed through work experience in a higher educational environment
• Progressively responsible administrative experience.​

Technical Skills or Knowledge:

• Computer programs, such as MS Office Word, and Excel, standard email and internet applications.​

Preferred Competencies

• Manage multiple projects simultaneously and effectively.
• Strong oral/written communication skills.
• Work collaboratively with colleagues.
• Strong organizational and analytical skills.
• Strategize effectively.
• Apply intercultural knowledge, interpersonal skills, and teamwork to function effectively in diverse environments.

Working Conditions

• Office environment.
• Extensive computer work.
• Travel to various parts of campus.

Application Documents

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

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

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

Salary

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FLSA Status

Exempt

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Pay Range

$55,000.00 - $62,000.00

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 equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, 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.

 

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.

 

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.