• Manages course scheduling; manages student academic records and the quarterly registration process for PhD and MSDS students through the University’s Academic Information System.

• Develops positive and active working relationships with internal and external constituents including but not limited to the PSD Dean of Students (DOS) and College Dean of Students offices, Registrar, UChicagoGRAD and Career Advancement, Student Health and Counseling Services, Office of International Affairs, and others to create synergies across departments related to programming, resolution of student issues, and other matters of common interest.

• Attends the monthly Student Affairs Administrator meetings to stay abreast of policy changes and learn best practices, and attends Convocation each spring.

• Works with PSD DOS office on accommodations implementation for students with SDS accommodations.

• Manages the quarterly student pay process on behalf of the department (including tracking supplemental stipends, external fellowships, and teaching assistant/ grader payments), and coordinates with leadership within the Local Business Center and PSD Dean of Student’s Office to submit accurate position and account information for PhD and MSDS student.

• Issues assignment letters to students for union positions.

• Tracks teaching by confirming course information for students in Primary Teaching Assistantship roles.

• Submits quarterly tuition and fee aid for PhD and MSDS students, noting appropriate accounts based on position type.

• Supports the CDS admissions process, including graduate student application management and reporting through the Slate system, and campus visits for invited students.

• Provides administrative support for graduate programming including but not limited to orientation, candidacy examinations, student awards assemblies, student organizations, and student tracking.

• Receives, reviews, and verifies prior educational institution information for incoming students.

• Responsible for annual CDS entries in the College Catalog and Graduate Announcements.

• Responds to DOS team inquiries about graduation: including transcript review, admission to candidacy, final exam forms, completion of degree requirements, expected graduation date.

• Completes graduation approvals in AIS (student registration system).

• Provides administrative support for CDS educational and outreach programs.

• Manages dissertation defenses and supports committee organization of annual recruitment drive and orientation.

• Supports communications, planning and scheduling of orientation activities for matriculating PhD and MSDS students and maintains the CDS website.

• Manages and assists with administrative activities, including but not limited to, processing reimbursements, maintaining operational metrics, and management of external benchmarking and certification submissions.

• Solves problems in areas such as academic and administrative policy, student admissions, curriculum research and development, and budget development.

• 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. 

Preferred Qualifications 

Education: 

• Bachelor’s degree. 

Technical Skills or Knowledge: 

• Strong and broad computer skills (word processing, database, spreadsheet, e-mail, and web), including a strong knowledge of Microsoft Office Suite. 

Preferred Competencies

• Excellent written and oral communication skills to communicate effectively and cultivate positive working relationships with students, staff, and faculty.

• Strong attention to detail and ability to follow guidelines, policies and protocols.

• Excellent interpersonal skills including outstanding judgment, discretion, a strong ethical approach to decision-making and a demonstrated ability to resolve conflicts fairly and diplomatically, and ability to maintain confidentiality.

• Ability to work independently, take direction, and achieve consensus.

• Excellent organizational skills, problem solving ability, and attention to detail.

• Familiarity with the University environment.

Working Conditions

• Occasional evening and weekend work.

• This position is eligible for a hybrid work schedule. 

Application Documents 

• Resume (required)

• Cover Letter (required)

• References (preferred)