Academic Support Administrator

Department

AHD Staff:
Art History - Administration

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.

• 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.

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.

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

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

• Manage multiple projects simultaneously and effectively.
• Strong oral and written communication skills.
• Work…