Academic Affairs Specialist - Academic Appointees

Department

PSD Applied Data Science:
Instructional Services and Innovation

The Master’s in Applied Data Science program (MS-ADS) is a professional graduate program within the Physical Sciences Division (PSD) and the Data Science Institute (DSI) at The University of Chicago. The purpose of the MS-ADS program is to train and educate students in Data Science and AI for careers in industry. Designed for professionals with backgrounds in technical fields, the program offers rigorous classes, expert instructors, leading‑edge technology, and an unparalleled network of industry professionals for full‑time and part‑time learners across a variety of in‑person and online degree pathways.

The program benefits from a mix of full‑time clinical faculty, part‑time adjunct faculty, part‑time lecturers, and other instructional support staff. While program faculty often collaborate with the university’s full‑time research and/or tenure‑track faculty, MS‑ADS’s faculty are unique in that they are industry experts who have a scope and depth of experience in full‑time data science positions outside of academia. Learn more about our program at (Use the "Apply for this Job" box below)..

Reporting to the Director of Academic Affairs & Operations, the Academic Affairs Specialist works closely with program staff and faculty to manage many key administrative tasks critical to running the MS‑ADS program. Key areas of focus for the Academic Affairs Specialist are leading and supporting the year‑round recruiting and assignment of full‑ and part‑time faculty, supporting faculty professional development efforts, continuous improvement efforts, and day‑to‑date administrative needs in support of the in‑class experience for the growth‑oriented MS‑ADS program.

The Academic Affairs Specialist also collaborates with the MS‑ADS admissions and student affairs teams to help ensure course offerings are aligned with student demand across the full‑ and part‑time online and in‑person degree pathways. This role will be required to collaborate with academic affairs and HR staff in the PSD and, at times, the DSI on matters related to HR policy and compliance for academic faculty and instructional staff hires.

A percentage of the Academic Affairs Specialist’s time may be dedicated to the planning, development, and/or execution of new, related master’s programs on an as‑needed basis. This position is primarily based in the NBC Tower location in downtown Chicago, IL.

• Demonstrates a thorough understanding of University policies, procedures, and best practices to support faculty and academic search processes.
• Acts as a key representative of the program for faculty search and screening, ensuring timely completion and compliance with University and Divisional policies.
• Manages academic postings and candidate evaluation for faculty and other academic searches using Interfolio, the University’s recruitment tool.
• Collaborates with search committees, division‑level academic affairs, human resources staff, and immediate colleagues to draft, evaluate, and document faculty search plans and outreach efforts. Places job advertisements on external sites as needed.
• Coordinates, documents, and facilitates compliant searches, hiring, onboarding, and orientation processes for faculty, academic, postdoctoral, and visiting appointees, including communication of onboarding steps and monitoring progress.
• Drafts job descriptions, offer letters, and assists with interview, reference checking, and employment offers. Maintains human resources data and records, and solves straightforward problems using standard procedures.
• Maintains accurate documentation and tracks expiration dates for licenses, certifications, and academic appointments to ensure continuous compliance.
• Works with the Office of International Affairs regarding visa processes and work authorization for academic appointees.
• Develops resources to support new and returning faculty professional development and serves as a general resource for program information.
• Supports process improvement and ad hoc reporting.
• Communicates…