Associate Director, DoVA Programs and Administration

Location: Chicago, IL

Job Description:

• Provides guidance and support to students, addressing their academic needs, advising on course selections, and ensuring a positive educational experience.
• Manages registration and communication process for MFAs. Meets with students individually to plan classes.
• Tracks student process toward degree completion. Assesses and approves undergraduate minor forms.
• Updates department curriculum, TA policy, and Mentoring Plan yearly in consultation with DGS, Chair, DOS.
• Maintains orientation Canvas site for incoming MFAs. Assesses BA curriculum and updates College Catalog.
• Assigns MFA mentors to BA students. Designs critique and reviews structures for MFA and BA students.
• Oversees scheduling of student critiques and reviews in consultation with Logan staff and with knowledge of facility needs and limitations.
• Supervises classroom maintenance and improvements.
• Counsels students in distress and refers to the appropriate University resources.
• Collaborates with faculty to ensure academic programs are effectively delivered, including assisting in curriculum development and maintaining academic standards.
• Leads administrative processes for all faculty and OAA hires, review, and promotion, including managing or delegating processes on Interfolio.
• Coordinates search events with faculty and students; supervises employee who schedules travel and arranges job talks.
• Manages teaching fellow application process, from initial application submission to final selection.
• Trains new faculty and instructors on departmental, divisional, and University-wide policies and processes.
• Develops, monitors, and manages the department’s budget, ensuring financial resources are allocated appropriately to support the department’s goals and objectives.
• Proposes operational and instructional budgets to College and Division.
• Tracks spending and processes transfers for all departmental accounts; ensures budgets are not exceeded and records are accurate; provides reports. Approves transactions.
• Manages program budgets and fiscal year-end close process, analyzes budget data, and makes budgetary recommendations.
• Oversees the day-to-day operations of the department, ensuring efficient workflows, and managing departmental resources.
• Directly supervises 2 full-time staff, Program Administrator and Curator and Open Practice Committee and Student and Academic Affairs Coordinator.
• Trains staff and faculty on policies and procedures, compliance, and office protocols. Recommends and executes process improvements. Assesses workloads for coverage and efficiencies.
• Develops and maintains best practices and processes documentation (e.g., procedure manuals and Standard Operating Procedures) for department operations to ensure continuity and workflow.
• Discusses performance goals and promotes professional development opportunities. Engages in annual performance management process. Provides feedback and guidance to staff on day-to-day, short-term, and long-term activities.
• Manages course scheduling process, ensuring courses are aligned with student needs and departmental goals. Assists in the development and implementation of curriculum.
• Identifies curricular needs and works with DUS, DGS, and Chair to ensure appropriate classes are offered.
• Works with faculty to schedule their courses for the year.
• Keeps course descriptions and teaching schedule up to date in CIM.
• Works with faculty and OPCC to design and schedule travel seminars.
• Manages application and appointment process for teaching assistants; matches TAs with appropriate assignments.
• Works with Logan staff to identify and reserve appropriate space for curricular and non-curricular activities.
• Partners with admissions office to support recruitment and retention of students, participates in outreach initiatives, and provides information on departmental offerings.
• Conducts open house events with prospective BA and MFA students.
• Meets and communicates with prospective MFA and BA students and their parents.
• Provides one-on-one and group tours for prospective students.
• Uses in-depth knowledge and experience to administer the delivery of services to DoVA participants and/or beneficiaries.
• Develops and communicates program priorities and performance standards and assesses operations using these criteria. Plans and conducts quality assurance reviews and recommends changes as appropriate.
• Has a deep understanding when interacting with faculty, researchers and staff for committee work or information.
• Performs other related work as needed.

Preferred Qualifications

Education:

• BA in arts or related degree.

Experience:

• 5+ years administration and/or office management.
• People management, team building, supervision.
• Finance and budget management.
• Project management.
• Higher education experience providing student and/or academic support services.

Technical Skills or Knowledge:

• Proficient in MS Office (Word, Excel, Outlook, Teams).
• Skilled at learning new software systems (financial, website, graphic design).
• Social media outlets (Facebook, Twitter, LinkedIn).
• Excellent English writing, proofreading, and editing skills.

Preferred Competencies

• Strong leadership, organizational, and communication skills.
• Manage multiple priorities in a dynamic academic environment.
• Successfully function in complex administrative structure.
• Strategize effectively, strong analytical skills.
• Skilled at time management with excellent organizational skills.
• Attention to detail while also maintaining perspective on overall department and division needs.
• Meet deadlines.
• Maintain confidentiality.
• Anticipate and resolve problems.
• Work independently and part of a team.
• Juggle multiple and complex projects simultaneously.
• Act independently, decisively, and with good judgment, coupled with the ability to keep colleagues and supervisors appropriately informed and involved.
• Cultivate strong, positive working relationships with diverse constituents.

Application Documents

• Resume/CV (required)
• Cover Letter, including your interest in this position (required)
• Three References Contact Information (3)(required)