Director, Academic Systems Management and Training

Department BSD OAA - Office of Academic Affairs

About the Department

The University of Chicago biomedical enterprise houses three entities: the Biological Sciences Division (BSD), the University of Chicago Medicine (UCM), and the Pritzker School of Medicine. Collectively called UCM, we are one of the nation's leading academic medical institutions and have been at the forefront of discovery, education, and clinical care since 1927. Located 20 minutes south of downtown Chicago, our Hyde Park main campus provides a single environment for learning, world-renowned basic science and clinical research, and outstanding clinical care.

The BSD is the largest academic unit within the University. The BSD is comprised of faculty from ten basic science departments, 13 clinical departments, and several Centers and Institutes. The approximately 1,300 faculty and 3,000 staff members working in the BSD collaborate across the organization to achieve our Mission, Vision, and Values (MVV).

The BSD Office of Academic Affairs (OAA) is part of the BSD Office of the Dean. OAA supports the lifecycle of academic appointees including searches, academic appointments, reappointments, promotions, tenure recommendations, leaves, departures and retirement. OAA also provides interpretation of academic criteria and supports academic policy development, among other roles. OAA works closely with divisional and departmental leaders and administrative staff, including the Office of Faculty Affairs, as well as with other administrative units on campus such as the Office of the Provost, Office of Legal Counsel, Staff Benefits, Payroll Office, and the Medical Staff Office to provide timely and complete guidance and support for BSD academic human resource management.

Job Summary

The Director of Academic Systems Management and Training will focus broadly on developing policy and procedure documentation, the creation and maintenance of an academic affairs website, managing Interfolio templates and processes that align with both divisional and university goals, working with the Office of Faculty and Physician Recruiting and Onboarding to ensure all academic cases are properly tracked, learning and applying departmental, divisional, and university Workday practices and procedures, and implementing training materials and workshops for incoming academic affairs personnel across the division. The Director of Academic Systems Management and Training will report directly to the Senior Director of Academic Affairs.

Responsibilities

• In consultation with Senior Director, design and implement training materials and Academic Affairs Staff Orientation sessions, develop and manage ongoing training schedule for Service Delivery Units.
• Serve as the OAA lead/point person for Interfolio, REDcap, and Workday related questions, establishing standards and best practices.
• Pilot the new Interfolio template redesign and manage the template distribution process.
• Manage and maintain REDcap changes and updates with a proactive approach.
• Create and run routine and complex academic reports for senior leadership and other stakeholders across the enterprise.
• In consultation and collaboration with Associate Deans and Senior Director, review and overhaul OAA policy and procedure documents and website, ensuring quality and effectiveness, and establishing a cadence for regular reviews and updates.
• In consultation with Associate Dean, Senior Director, and Director of OFPRO, provide coverage for academic tracking system when needed to ensure continuity of operations.
• Create and maintain academic affairs calendar; send quarterly Workday reports to Service Delivery Units on pending cases.
• Utilize excellent oral and written communication skills to inform departments and Service Delivery Units of university and divisional process and policy change/updates in a proactive and timely manner.
• Engage with and leverage AI tools to streamline and enhance work and projects.
• May manage/supervise staff; provides training, coaching, and mentoring in order to enable individual and team success.
• Creates training and programming for faculty and chair development and recommends training and/or program improvements.
• Conducts complex research and data gathering (e.g., Internet research, surveys), project planning, and implementation for a wide range of projects.
• 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 7+ years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• Master's degree strongly preferred.

Experience:

• At least 3-5 years of University administration, academic affairs, and/or HR experience.
• Prior experience with academic recruitment processes for faculty and other academic appointees.
• Prior experience with HR management systems, such as Workday, Interfolio, or similar, including data collection and process improvement.

Technical Skills or Knowledge:

• Proficiency with Microsoft Word and Excel; Adobe document management; Interfolio document management portal; and learn new technology.

​ Preferred Competencies

• Operational leadership skills and provide direct and indirect supervision of work.
• Strong analytical and decision-making skills.
• Strong attention to detail, and manage multiple priorities and responsibilities effectively with limited guidance.
• Communicate University and divisional procedures and policy clearly and tactfully.
• Partner with different levels of the organization and across different functional areas to achieve desired results.
• High degree of organization, follow-through, and project managements kills.
• Excellent written and verbal communication skills.
• Handle sensitive and confidential situations and information with absolute discretion.
• Excellent problem-solving skills.

Working Conditions

• Office environment.

Application Documents

• Resume/CV (required)
• Cover Letter (preferred)

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

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

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FLSA Status

Exempt

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Pay Range

$110,000.00 - $160,000.00

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 theBenefits 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 View phone number on aiapply.co 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.

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