Associate Director, Academic Affairs

Department
BSD PED - Administration

About the Department
The Department of Pediatrics at the University of Chicago is a dynamic and stimulating place to work. We strive for the highest level of complex care for children from diagnosis and treatment; provide outstanding education and training for students, postgraduate scholars, and physicians; and nurture the research of Department scholars who seek to elucidate the causes of pediatric disease and identify promising new therapies. In addition to our provision of clinical care at UChicago Medicine (UCM) Comer Children's Hospital and at our regional sites, we are currently expanding our clinical care across Northern Illinois and Northwestern Indiana. In collaboration with our partners in the Chicagoland Children's Health Alliance (CCHA; Advocate Children's Hospital, and NorthShore University Health System). CCHA has responsibility for the care of almost 1 million children. The Department has expanded its presence to numerous satellite sites of care across the region with the goal of providing care 'close to home' whenever feasible (https://pediatrics.uchicago.edu/). Our mission is to improve the health of every child entrusted to us, in an inclusive environment that is committed to family-centered care, clinical excellence, impactful scholarship, effective disease prevention, and advocacy for the appropriate care of every child. We are especially committed to the children on the South Side of Chicago and to altering the inequities in healthcare.

Job Summary
The Associate Director of Academic Affairs serves as the senior academic affairs officer for the Department of Pediatrics, providing subject matter expertise with a primary goal of optimizing people and organizational performance in light of the missions and objectives of the department, the Biological Sciences Division, and the University of Chicago. Leads and provides expertise for the development and implementation of faculty growth in the Department of Pediatrics' clinical and research faculty. Uses considerable on-the-job experience to ensure timely engagement with both internal faculty leaders and external faculty recruits. Develops the department's implementation strategy for faculty growth consistent with the Elevate 2035 vision, reduces total recruitment time, and provides leadership to the professionals responsible for evaluation, submission, posting, hiring, appointment, credentialing, and other faculty intake. Ensures compliance with the policies and guidelines of the provost and BSD Office of Academic Affairs.

The Department comprises over 200 academic personnel, 10+ postdoctoral scholars, and an annual operating budget of over $88.7M. Reports directly to the Executive Director but must maintain close working relationships with the Chairman and Vice Chair for Academic Affairs.

Advises, directs, and oversees the appointment and promotions process, Medical Staff credentialing, and immigration issues for all academic tracks and ranks including postdocs. Responsible for the overall management of the recruitment process in accordance with the Provost Office guidelines and in alignment with departmental goals. Gather and synthesize information from multiple and varied sources and access impact upon the Department's processes to ensure the academic appointment process functions smoothly and effectively. Oversight of strategic design, implementation, and maintenance of academic payroll processes ensuring compliance with all federal and state regulations. Strategize with the Chairman, Associate Vice Chair for Academic Affairs, Section Chiefs, Section Administrators, and Senior Management group to facilitate appointments. Functions as a senior manager in the department, demonstrating a high degree of diplomacy, discretion and sensitivity.

The Associate Director of Academic Affairs is expected to develop and maintain strong working relationships with several key University areas including: BSD administration, Provost Office, Medical Staff Office, and the Office of International Affairs. The Associate Director will represent the Department's interests and perspectives in a positive and vigorous fashion in order to continually improve academic affairs related processes.

Responsibilities

Academic Appointment Process

• Reporting to the Executive Director for the Department of Pediatrics with matrix reporting to others, the Associate Director of Academic Affairs will facilitate and improve the faculty recruitment activities throughout the Department of Pediatrics, with other Departments and Institutes in the Biological Sciences Division, and across the UC Medicine enterprise including both employed faculty and joint venture practices.
• Assumes ownership for the execution of the entire lifecycle of a faculty recruit from conceptualization of need through business case development and position control, posting, recruitment, appointment/reappointment, credentialing, provisioning, and start.
• Acts independently to evaluate current activities, identifying and implementing opportunities to improve and streamline throughout the entire faculty recruitment lifecycle.
• Serves as a liaison between UChicago Medicine, UChicago Medical Center, UChicago Medical Group, UCM Care Network, the Biological Sciences Division, and leaders within the Department of Pediatrics such as Vice Chairs, Section Chiefs, and Section Administrators.
• Proactively and independently communicates with stakeholders, managing expectations and improving processes.
• Evaluates and ensures consistent alignment with departmental, divisional, and university processes and procedures by proactively addressing concerns before they result in process delays.
• Supports Section Administrators, Section Chiefs, and Medical Directors by developing resources and training opportunities that improve understanding, transparency, and communication on all academic affairs matters.
• Creates support and harmony for a team of professionals independently focused on portions of a large, disjoined, and evolving process within a matrix organization with an ambitious growth strategy.
• Independently acts to create and implement a growth strategy that simultaneously forecasts turnover and integrates the organization's future capacity needs, resulting in net growth of research and clinical faculty.
• In collaboration with the Vice Chair for Academic Affairs, ensures successful navigation of university processes (including onboarding, appointments, promotion, and tenure) for the Department of Pediatrics and its faculty and other academic appointees.
• Researches faculty bios to contribute to academic writing for cases.
• Reviews, edits, and approves appointment case documentation.
• Develops and implements appointment and promotion case scheduling strategy.
• Oversees arm's length process.
• Trains and educates direct reports and Section Administrators on appointment process.
• Develops and implements solutions for faculty job changes employing options from all academic tracks.
• Develops and implements enhancements for academic process.

Faculty Employee Relations

• Oversees and approves faculty termination process in partnership with the Office of Academic Affairs.
• Facilitates faculty shortened appointment and non-renewal process.
• In collaboration with the Chairman and Executive Director, conducts sensitive faculty employee relations investigations.
• Develops and implements faculty proctoring plans with Section Chiefs as needed.

Academic Research Recruitment

• Oversees academic research recruitment process.
• Oversee submission process for academic hiring materials to the Office of Academic Affairs.
• Identifies opportunities for cost reduction of faculty and academic research postings.
• Reviews position control requests for feasibility and appropriate expense management.
• Oversees faculty and academic visa process (J, O, H-1B).

Faculty and Academic Research Compensation Process

• Oversees faculty and academic research payroll actions.
• Completes annual faculty and academic research compensation analysis and provides recommendations.
• Develops and implements faculty compensation solutions (promotion, demotion, advances, tail coverage, and ad hoc needs).

Leaves and Accommodation Process

• Oversees faculty and academic professionals leave request process.
• Advises faculty and academics regarding leaves and accommodation options.
• Oversees faculty accommodation process and coordinates with Office of Access and Equity and Office of Legal Counsel as appropriate.

Committee Involvement

• Participates as Steering Committee Member supporting strategic efforts for faculty and academics and on the Retention & Promotion Committee to help standardize practices.
• Assists and advises in the development of the Faculty Promotions Committee.

Communication and Compliance

• Prepares, reviews, and oversees various academic communication and announcements.
• Monitors clinical requirements and recertification dates.
• Oversees annual academic and research academics training compliance process.

Training and Supervision

• Oversees training of faculty leaders, Section Administrators, and Academic Partners on divisional policies and procedures related to academic affairs.
• Establishes academic affairs performance goals for departmental faculty and academic roles.

Other

• Counsels faculty and academics on benefits and compensation. Coordinates with managers and senior colleagues to determine compensation. Analyzes data and prepares charts, graphs, and trend lines for management review with a minimal level of guidance.
• Has a deep understanding of unit's employee/labor relations efforts, including handling grievances, disciplinary warnings, and employee complaints.
• Conducts research and contributes to strategic planning for faculty and chair development; relocation of families with dual careers; development and sponsored award activity including assisting with proposal development and grants management.
• Creates training and programming for faculty and chair development.
• 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 5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• Advanced degree.

Experience:

• Advanced training/certification in academic or general HR.
• Work experience in a post-secondary academic, healthcare, non-profit, or equivalent setting.
• Prior experience in working with faculty and/or academic appointees, especially in a faculty/academic affairs role.
• Prior experience in academic affairs, medical staff credentialing, or faculty recruitment.
• Prior process improvement experience.
• Knowledge of visa processing requirements.

Technical Skills or Knowledge:

• Workday or similar HRIS system experience.
• Knowledge of Microsoft Office.
• Working knowledge of employment regulations and typical human resources procedures.

Preferred Competencies

• Strategic leadership and project management skills.
• Ability to work independently with a high degree of initiative.
• Strong analytical and decision-making skills.
• Strong attention to detail, and competence to manage multiple priorities and responsibilities effectively with limited guidance.
• Ability to partner with different levels of the organization to achieve results and foster a culture of inclusion by appreciating and respecting diversity.
• High degree of organization and follow-through.
• Excellent written and verbal communication skills.
• Excellent interpersonal and customer service skills.
• Ability to handle sensitive and confidential situations and information with absolute discretion.
• Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
• Ability to work effectively in an unpredictable environment where multiple, sometimes conflicting, priorities exist.
• Excellent problem-solving skills.
• Working knowledge of employment regulations and typical human resources procedures.
• Supervisory skills.
• Proficiency with Microsoft Word and Excel; Adobe document management; Interfolio document management portal; willingness and ability to learn new technology.

Working Conditions

• Office environment.

Application Documents

• Resume (required)
• Cover Letter (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
40

Drug Test Required
No

Health Screen Required
No

Motor Vehicle Record Inquiry Required
No

Pay Rate Type
Salary

FLSA Status
Exempt

Pay Range
$80,000.00 - $130,000.00
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.