Academic Affairs Specialist - Other Academic Appointees

Company: University of Chicago
Location: Chicago
Posted on: April 2, 2026

Job Description:

Department PSD Applied Data Science: Instructional Services and Innovation About the Department 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- 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 https://datascience.uchicago.edu/education/masters-programs/ms-in-applied-data-science/. Job Summary 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. Responsibilities 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 quarterly timelines and deadlines for faculty course preparation, scheduling, grading, and other key academic activities. Provides support for faculty Canvas sites and Zoom access to facilitate instructional delivery. Identifies operational goals and assists with resource allocation to meet priorities. Supports instructional hiring for TA/Graders and other temporary staff as needed. Assists with and coordinates faculty meetings and events and performs other related duties as required. Supports annual foundational assessments, assisting faculty and students with communications, troubleshooting, and process guidance. Gathers and analyzes data for possible solutions for faculty-related issues. Writes reports and expands knowledge and experience in areas. Assists with managing the day-to-day operations of faculty affair programs with a moderate level of guidance. Serves as a resource for program information. Resolves problems or questions referred by program staff, University administrators, or other contingencies. Performs other related work as needed. Minimum Qualifications Education: Minimum requirements include a college or university degree in related field. Work Experience: Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline. Certifications: Preferred Qualifications Experience: Experience working in academic affairs and/or HR. Experience working with faculty in a research-intensive university environment. Experience hiring international personnel and/or interfacing with an office of international affairs in a post-secondary institution. Small-scale meeting or event planning/execution. Project management experience. Technical Skills or Knowledge: Experience with learning platforms and technologies (e.g., Canvas, Zoom, Whiteboard). Proficiency in office software for data management and reporting purposes such as Microsoft Excel, Google Docs, etc. Preferred Competencies Outstanding interpersonal skills including the ability to resolve problems with a high degree of discretion, diplomacy, and tact. Outstanding written and verbal communication skills, including the ability to clearly communicate to a diverse audience including students, faculty, donors, and staff. Ability to coordinate with many partner offices simultaneously to innovatively problem solve on behalf of students and staff. Superior organizational skills and constant attention to detail. Ability to work independently, with guidance in only the most complex situations. Commitment to excellent customer service, including tact, discretion, and proper judgment as necessary. Expertise to collect and maintain a vast array of records to improve organizational knowledge and data points. Ability to influence others without formal authority by building positive working relationships. Basic knowledge of generative AI tools such as ChatGPT. Working Conditions This position requires occasional work on evenings and weekends. Application Documents Resume (required) Cover Letter (required) 2-3 Professional References – Contact Information Only (required) 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 Scheduled Weekly Hours 37.5 Drug Test Required No Health Screen Required No Motor Vehicle Record Inquiry Required No Pay Rate Type Salary ? FLSA Status Exempt ? Pay Range $70,000.00 - $80,000.00 The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting. Benefits Eligible Yes The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook . Posting Statement The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, 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. 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. 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.

Keywords: University of Chicago, Elgin , Academic Affairs Specialist - Other Academic Appointees, Administration, Clerical , Chicago, Illinois