Assistant Dean of Students for Registration & Data Management
University of Chicago (UC)
Location: Chicago, Illinois
Internal Number: JR20313
Location: Chicago, IL
Interprets and implements University and PME policies and procedures for effective student affairs administration, particularly in the areas of matriculation, registration, and graduation. Serve as a resource to Divisional students, faculty, and program administrators to communicate and resolve issues in these areas.
Lead administrator for the management of PME student records through AIS and SIA (updating, auditing, and analyzing).Â Works closely with the University Registrar and the Office of the Provost to maintain records systems.Â Provides data and analysis for University and Divisional reporting needs. Tracks and records student academic progress at the Divisional level which includes quarterly reviews, annual progress reports, advisor matching, advancement to candidacy, dissertation defenses, etc.
Works closely with the Senior Associate Dean for Education & Strategy to develop and update quarterly and annual reports in the areas of student affairs.Â Partners with the Dean of Students to track efforts in student support and advising for reporting to the Senior Associate Dean.
Lead administrator for non-degree visiting student researcher enrollment, onboarding, and policy implementation. Serves as a resource for faculty and administrative support to communicate relevant policies and processes.Â Primary point of contact for prospective and current non-degree visiting students in all support areas including funding, visa processing, and access to broader University resources. Â
Assists the Dean of Students to manage enrollment changes such as leaves of absence, Pro Forma status, and return to residence.
PME liaison to the Dissertation Office and coordinates Divisional approval of dissertations.Â Leads all communications to students and faculty related to Divisional policies, expectations, and status associated with academic milestones.
Leads the communication, coordination, and execution of the Spring Diploma and Hooding Ceremony.Â This involves a close working relationship with the Office of University Events and Ceremonies.Â Partners with the Associate Dean of Students to execute PME events such as New Student Orientation, Admitted Students Weekend, and Winter Student Wellness Check-In.
Supports the PME's Graduate Student Council, coordinating the agenda, creating summary reports, processing reimbursements, and reconciling monthly ledger sheets and balancing accounts.Â
Serves on committees per the request of the Dean of Students and works with the Dean of Students on ad hoc projects as needed.Â
Supports Divisional student recruitment efforts and admissions processes as needed.Â
May coordinate a summer intern.Â
Participates in Dean of Students meetings to ensure Divisional partners have clear communication, excellent support, and robust training and feedback regarding relevant student policies and processes.
Partners with academic program coordinators to set and meet quarterly Divisional deadlines in order to meet University expectations and objectives.
Solves problems in areas such as academic and administrative policy, student admissions, curriculum research and development, and budget development. Advises various campus-wide and program committees in various aspects of student life.
Recommends process improvements for programs that relate to critical student-life improvement, including emergency management, accommodations for students with disabilities, and/or the administration of health care services and programs for students.
Performs other related work as needed.
Experience in administration or related job experience in a higher education research environment.
Relevant experience in student affairs or a closely related area.
Technical Skills or Knowledge:
Excellent computer skills, including knowledge of AIS, SIA, SLATE, word processing, spreadsheets, and databases.
Expertise in data management and analysis.
Project management skills.
Knowledge of University of Chicago Administrative policies and procedures.
Handle sensitive and confidential situations and information with absolute discretion.
Maintain a calm and courteous demeanor and work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
Use sound judgment and excellent problem-solving skills.
Demonstrated ability to prioritize assignments to accommodate workload and deadlines.
Excellent written and verbal communication and interpersonal skills to work effectively with faculty, staff, students, and university administrators.
Possess superior attention to detail and strong organizational skills.
Work independently and as a team member.
Take initiative and organize and complete projects with minimal supervision.
Receive feedback and respond to constructive criticism.
Understanding of academic and administrative structures of institutions of higher education.
Demonstrated experience in counseling graduate students on disciplinary and emergency matters, and crisis intervention. Readiness to be cross-trained in various areas to support the Dean of Students office.
Occasional extended work hours and some weekend days.
Work non-traditional work hours in order to meet deadlines.
Cover Letter (required)
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of 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.
Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.
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: 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.
One of the world's premier academic and research institutions, the University of Chicago has driven new ways of thinking since our 1890 founding. Today, UChicago is an intellectual destination that draws inspired scholars to our Hyde Park and international campuses, keeping UChicago at the nexus of ideas that challenge and change the world.