Job description

Columbia College Chicago is an acclaimed undergraduate and graduate institution that provides a comprehensive education in the arts, communications and public relations. We constantly aim to reach our full potential as an educational innovator, incubator of new creative practice and generator of real-world success for young creatives. We are located in the heart of Chicago, across the street from historic Grant Park, and housed in some of the most iconic buildings in the South Loop.

Columbia College Chicago a private urban institution of over 6,000 undergraduate and graduate students, four-year College offering a distinctive curriculum that blends liberal arts, creative and media arts and business is currently searching for a Coordinator of Academic Personnel.

Position Summary

Reporting to the Associate Provost for Academic Personnel, the Coordinator will administer and orchestrate various processes and provide administrative support to the Associate Provost, and other department leadership as assigned. A Flexible Work Arrangement may be available for this position in mutual agreement with the Associate Provost of Academic Personnel.

Duties & Responsibilities

• Monitor and report information regarding status of all academic faculty and staff positions: current employees, vacancies, recruitment efforts, appointments, position changes, and departures.
• Prepare and distribute full-time faculty letters (i.e., appointment, reappointment, promotion, award, grant, salary letters, etc.)
• In collaboration with the Associate Provost, manage the faculty performance-based salary increase process.
• Manage the part-time faculty development grant and cash advance process.
• Support faculty hiring processes in matters such as: oversight of part-time faculty requisitions; working with SCER on full-time faculty SharePoint and website hiring pages; oversight of position advertising; and oversight of search budgets.
• In coordination with the Associate Provost for Academic Personnel and the Office of Labor Relations, attend (on behalf of management) labor/management committee meetings, grievance hearings and conferences, contract bargaining sessions, and related labor relations meetings for purpose of recording meeting minutes and making other records; work with departments and other relevant business units to collect data, documents, and information to respond to union information requests; and track information and other college activities pertaining to compliance with collective bargaining agreements and related contractual obligations.
• Manage the emeritus faculty recommendation process; collaborate with IT, HR, and other college offices in managing communications with and the needs of emeritus faculty.
• Manage the phased retirement process in collaboration with the General Counsel’s Office, HR, and academic departments.
• Track and process adjunct special assignments and Academic Affairs stipends, including all administrator stipends.
• Collect and share all adjunct teaching offers each semester.
• Support the Senior Vice President and Provost in the design and dissemination of the Provost’s periodic newsletter, Atrium.
• Design and provide editorial support for the Academic Personnel and Office of the Provost SharePoint pages.
• Support the Office of the Provost by issuing communications via the provost and academic affairs email accounts.
• Edits, proofs, and formats policy documents such as the Faculty Manual and Statement of Policy on Tenure; manages notices to the college about changes; works with SCER to keep the policies on the website up to date.
• Manages obituaries by working with academic offices and SCER; sends cards and support packages to academic affairs employees on behalf of the Office of the Provost.
• Work with the Executive Assistant to the Provost and the Director of Finance and Budget Analysis to facilitate Academic Affairs budget entry.
• Work with the Director of Finance and Budget Analysis, Human Resources, the Office of Budget, Planning and Analysis, Payroll, and all academic affairs units to ensure process compliance and accurate information sharing.
• Work closely with Faculty Records and Faculty Evaluation leadership to ensure efficient and accurate information sharing and system updates.
• Provide overall administrative support and management of the daily operations for assigned staff and/or unit within Academic Affairs, but primarily for the Associate Provost for Academic Personnel.
• Prepare, or contribute to the preparation of, various qualitative or quantitative reports and/or PowerPoint presentations as assigned.
• Ensure accurate and timely processing of requests and actions and provide professional, prompt, and courteous service.
• Maintain general knowledge of the workings of the College and the Provost’s Office/Academic Affairs.
• Assist with coordination and administration of department activities, projects, various department functions, events, and meetings.
• Establish and maintain digital and paper filing systems to track and archive sensitive and confidential correspondence, meeting notes and project files.
• Staff ad hoc committees and task forces
• Perform other related duties and/or responsibilities as assigned or required.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee and is subject to change based on the needs of the department and/or college.

Qualifications

• Bachelor’s degree required.
• 3 – 5 years of administration and fiscal management experience required.
• Previous employment experience in an academic setting preferred.
• Ability to collect, evaluate, and interpret data to develop sound conclusions and make appropriate recommendations/decisions.
• Demonstrated ability to work capably with budgets and financial information.
• Demonstrated ability to effectively interpret, organize, and present information and ideas in a written or presentation form.
• Must possess professional demeanor, ability to work cooperatively in a team environment, and ability to interact with faculty and staff at all levels and backgrounds, modeling a respect for difference.
• Understanding of academic appointments required.
• Excellent communication skills, both written and oral.
• High level of attention to detail and accuracy.
• Strong organizational, analytical, project management and research skills.
• Proactive, problem-solving approach to responsibilities.
• Ability to work independently, manage multiple priorities, exercise sound judgment, and meet deadlines.
• Ability to maintain confidentiality and exercise great discretion while working with confidential and sensitive information and documents.
• Facility with Microsoft Office Suite and other management software used by the College. Strong Microsoft Excel and report building skills required; must be adept at MS SharePoint management; MS Office workflow and PowerPoint skills are a plus.

HOW TO APPLY

Qualified applicants should submit their resume online at https://colum.taleo.net/careersection/jobdetail.ftl?job=220000B5&lang=en

At Columbia, we offer a rewarding work environment for our faculty and staff. We take pride in offering competitive benefits with affordable health, dental and vision coverage; flexible spending accounts; commuter benefit program, life and accidental, death & dismemberment coverage; paid and unpaid leave options; work/life benefits; educational assistance programs; and retirement and financial planning benefits.

We invite you to join our talented faculty and staff and become part of our collective aspiration to ensure Columbia prepares students for success in their creative fields through innovation, engagement and real-world experiences.

Additional Information

• Position subject to a background screening.
• This is a non-union position.
• This position is overtime eligible.

Qualified candidates of diverse backgrounds are encouraged to apply.

Columbia College Chicago is an equal opportunity employer and complies with all local, state, and federal laws and regulations concerning civil rights. The college does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, disability, protected veteran status, genetic information, or other protected classes under the law.

Job Type: Full-time

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

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