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Associate Director of Academic Affairs

The University of Chicago

Job Description


Department
 

BSD OBG - Administration


About the Department
 

The Department of Obstetrics and Gynecology has 136 clinical providers, providing care at the main hospital in Hyde Park and seven off site locations. We have more than 68,000 outpatient visits, 28,000 ultrasound visits, 2,800 deliveries, and 3,300 surgeries per year. Teaching, research, and the highest quality clinical care are top priorities for the Department. The residency and fellowship programs are highly ranked and have a history of training leaders in healthcare. The Department also has a significant research enterprise, engaging in population health studies, as well as research conducted in wet laboratories on tumor biology, fibroid research, and hypertensive diseases in pregnancy. Additionally, the Section of Family Planning has established a unique research center, CI3, which focuses on reproductive policy and innovations in sexual and reproductive health. The department was ranked #16 on the 2022-2023 U.S. News & World Report.


Job Summary
 

The Associate Director of Academic Affairs serves as the senior academic affairs officer for the Department of Obstetrics and Gynecology, providing subject matter expertise with a primary goal of optimizing people and organizational performance in light of the missions and objectives of the department. The Department comprises over 87 academic personnel, 20+ postdoctoral scholars, and an annual operating budget of over $30M. Reports directly to the Executive Administrator, but must maintain close working relationships with the Chairman and Vice Chair for Academic Affairs. Advises, directs and oversees the appointment and promotions process, Medical Staff credentialing, and immigration issues for all academic tracks and ranks including postdocs. Responsible for the overall management of the recruitment process in accordance with the Provost Office guidelines and in alignment with departmental goals. Gather and synthesize information from multiple and varied sources and access impact upon the Department's processes to ensure the academic appointment process functions smoothly and effectively. Oversight of strategic design, implementation and maintenance of academic payroll processes ensuring compliance with all federal and state regulations. Strategize with the Chairman, Associate Vice Chair for Academic Affairs, Section Chiefs, Section Administrators and Senior Management group to facilitate appointments. Functions as a senior manager in the department, demonstrating a high degree of diplomacy, discretion and sensitivity.
The Associate Director of Academic Affairs is expected to develop and maintain strong working relationships with several key University areas including: BSD administration, Provost Office, Medical Staff Office and the Office of International Affairs. The Associate Director will represent the Department's interests and perspectives in a positive and vigorous fashion in order to continually improve academic affairs related processes.

Responsibilities

Academic Appointment Process

  • In collaboration with the Vice Chair for Academic Affairs, ensures successful navigation of University processes (including onboarding, appointments, promotion, and tenure) for Department of Obstetrics and Gynecology faculty and other academic appointees.

  • Researches faculty bio to contribute to academic writing for cases.

  • Reviews, edits, and approves appointment case documentation.

  • Develops and implements appointment and promotion case scheduling strategy.

  • Oversees arm's length process.

  • Trains and educates Section Administrators on appointment process.

  • Collaborates with section chiefs and section administrators on all matters of academic affairs.

  • Develops and implements solutions for faculty job changes employing options from all academic tracks.

  • Develops and implements enhancements for academic process.

Faculty Employee Relations

  • Oversees and approves faculty termination process in partnership with the Office of Academic Affairs.

  • Facilitates faculty shortened appointment and non-renewal process.

  • In collaboration with the Executive Administrator, conducts sensitive faculty employee relations investigations.

  • Develops and implements faculty proctoring plans with Section Chiefs as needed.

Academic Research Recruitment

  • Oversees academic research recruitment process.

  • Reviews, edits, and approves academic hiring materials for submission to the Office of Academic Affairs.

  • Coordinates with Lab School regarding applications for faculty dependents.

  • Identifies opportunities for cost reduction of faculty and academic research postings.

  • Reviews position control requests for feasibility and appropriate expense management.

  • Oversees faculty and academic visa process (J, O, H-1B).

Faculty and Academic Research Compensation Process

  • Oversees faculty and academic research payroll actions.

  • Completes annual faculty and academic research compensation analysis and provides recommendations.

  • Develops and implements faculty compensation solutions (promotion, demotion, advances, tail coverage, and ad hoc needs).

Leaves and Accommodation Process

  • Reviews, tracks, and implements faculty and academic professionals leave requests.

  • Advises faculty and academics regarding leaves and accommodation options.

  • Facilitates faculty accommodation process with Office of Access and Equity and Office of Legal Counsel.

  • Obtains and/or prepares required accommodation request materials.

Committee Involvement

  • Participates as DEI Steering Committee Member supporting strategic diversity efforts for faculty and academics.

  • Contributes to DEI recruitment and the Retention & Promotion Committee to help imbed diversity into standard practices.

  • Assists and advises in the development of Faculty Promotions Committee.

Communication and Compliance

  • Prepares, reviews, and oversees various academic communication and announcements.

  • Monitors clinical requirements and recertification dates.

  • Oversees annual academic and research academics training compliance process.

Training and Supervision

  • Trains faculty leaders, Section Administrators and Academic Partners on divisional policies and procedures related to academic affairs .

  • Establishes academic affairs performance goals for departmental faculty and academic roles.

Other

  • Counsels faculty and academics on benefits and compensation. Coordinates with managers and senior colleagues to determine compensation. Analyzes data and prepares charts, graphs, and trend lines for management review with a minimal level of guidance.

  • Has a deep understanding of unit's employee/labor relations efforts, including handling grievances, disciplinary warnings, and employee complaints.

  • Conducts research and contributes to strategic planning for faculty and chair development; relocation of families with dual careers; development and sponsored award activity including assisting with proposal development and grants management.

  • Creates training and programming for faculty and chair development.

  • 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:

  • Advanced degree and/or advanced training/certification in academic or general HR. 

Experience:

  • Work experience in a post-secondary academic, healthcare, non-profit, or equivalent setting.

  • Prior experience in working with faculty and/or academic appointees, especially in a faculty/academic affairs role.

  • Knowledge of visa processing requirements.   

Preferred Competencies

  • Strong attention to detail, and competence to manage multiple priorities and responsibilities effectively with limited guidance.

  • Ability to partner with different levels of the organization to achieve results.

  • Ability to foster a culture of inclusion by appreciating and respecting diversity. 

  • High degree of organization and follow-through.

  • Excellent written communication skills.

  • Excellent interpersonal and customer service skills.

  • Ability to handle sensitive and confidential situations and information with absolute discretion.

  • Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.

  • Excellent problem-solving skills; ability to work independently and with minimal direction.

  • Proficiency with Microsoft Word and Excel; Adobe document management; Interfolio document management portal; willingness and ability to learn new technology.

Application Documents

  • Resume (required)

  • Cover Letter (preferred)



When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application.



Job Family
 

Academic Affairs


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.


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