Sr. Human Resources & Academic Affairs Coordinator
University of Chicago (UC)
Location: Chicago, Illinois
Internal Number: JR21030
Location: Chicago, IL
Recruitment, Onboarding, and Offâboarding
Assists senior HR & AA Team in identifying potential entry level candidates, prepares interview schedules, and conducts reference checks for student and entry level staff positions.
Interviews potential student workers (departmentâwide as needed). Manages student recruitment postings and student onboarding.
Completes HR preâboarding requirements and systems set-up for incoming staff and faculty.
Completes all HR onboarding items for faculty hires, authenticates Iâ9 documentation (faculty and staff), and maintains employment verification records.
Ensures incoming faculty complete the AAMC information requirements and submits to the Office of Academic Affairs.
Postdoctoral Appointments, Visitors, and Observers
Independently manages postdoctoral scholar and fellow appointments, reappointments, and related visa requirements and paperwork.
In coordination with the Office of Academic Affairs and BSD Postdoctoral Office monitors and facilitates all academic and HR related activities for the department postdoctoral population.
Supervises the visitors and observers process and monitors/trains the HR/AA Coordinator completing these tasks. Updates the visitor population tracking sheet with information about new shadows, observers, etc.
Independently manages the armâ™s length process (i.e., compiling the list of solicitors for faculty appointment cases and verifying armâ™s length per Division requirements).
Assembles faculty discussion documents for appointments, reappointments, and promotions.
Responsible for assimilating notes from faculty appointment discussions.
Distributes Provost Faculty Letters, ensuring accuracy and completeness.
Researches compliant faculty postings sites for external academic ads and maintains posting database.
Creates and maintains DOS checklists and training materials for various academic affairs processes promoting ease of execution in the sections.
Compliance Tracking, Data Analytics, and Special Projects
Responsible for producing monthly HR Department Analytics (e.g., Turnover report, overtime report, and COAP deadlines and submissions).
Tracks and facilitates compliance process of employees and faculty (TB test, flu vaccine, HIPAA training, etc.).
Manages the Surgery HR email inbox and submits various HR Shared Services requests.
Processes provider leaves, enters FML time off entry in the Workday system, maintains the FMLA spreadsheet for tracking provider time off.
Writes draft department welcome and departure announcements for staff.
Supports staff hiring processes, including developing job descriptions, interviewing and reference checking, handling employment offers, and conducting orientation. Maintains appropriate human resources data and records.
May help counsel employees on benefits and compensation. Coordinates with managers and senior colleagues to determine employee compensation. Analyzes data and prepares charts, graphs, and trend lines for management review with a moderate to high level of guidance.
Performs other related work as needed.
Experience in human resources and academic affairs.
Technical Skills or Knowledge:
Proficiency with HRIS systems like Workday, Microsoft Word and Excel; willingness and ability to learn new technologies.
Exceptional interpersonal and customer service skills with the ability to maintain calm and courteous demeanor.
Experience in handling sensitive and confidential situations and information with absolute discretion.
Ability to influence others without formal authority by building positive working relations and partnerships with confidence across all levels of the institution to effectively execute business strategies with a high degree of organization and follow-through in a matrix organization.
Competence to encourage and cultivate a learning environment that appreciates cultural diversity.
Excellent written and verbal communication skills.
Strong attention to detail.
Willingness to obtain human resources certification.Â
Cover Letter (required)
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
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