Hybrid Assistant Director, Greenberg Center for Jewish Studies at UChicago
UChicago · Chicago, IL, United States Of America · Hybrid
- Office in Chicago, IL
Department
HUM Staff: Jewish Studies
About the Department
Job Summary
Candidates must upload a resume AND cover letter to be considered for this position. When applying, the documents MUST be uploaded via the My Experience page in the section titled, Resume/CV of the application.
Responsibilities
- Develops a deep understanding of the Joyce Z. and Jacob Greenberg Center for Jewish Studies and serves as point person for the Center. Responds to inquiries, liaise with internal and external partners, and provides administrative support to ensure smooth operations.
- Processes a high volume of financial transactions for Jewish Studies and CEERES, including reimbursements and payments for academics, visitors, students, vendors, grants, GEMS activities,co-sponsorship events, honorariums, invoices, and event-related expenses.
- Maintains records of financial purchases, account balances, and spending. Troubleshoots and reconciles financial transaction concerns; elevates issues as needed. Stays current on financial systems, policies, and processes through regular trainings and adoption of best practices.
- Plans and manages Center budget. Provides Director and Board with regular budget reports.
- Writes and submits internal grant proposals to supplement Center funding and provide reports to granting institutions on use of funds.
- Manages correspondence for the Center. Organizes and takes minutes for board meetings. Represents the Center at monthly staff meetings and annual Registrar’s meeting.
- Maintains contact with donors. Fulfills donor requests for information on sponsored visiting scholars and fellowship recipients. Drafts solicitation letters on behalf of the Director and partner with the Development team on mailings and communications with donors.
- Supervises the Jewish Studies and CEERES (shared) Special Events Coordinator position.
- Oversees the Jewish Center website, event calendar, newsletter, and outreach efforts. Ensures updates entered by the events coordinator are made timley and accurately.
- Regularly updates Center directories and academic programming information on web pages and other platforms.
- Hires and supervises student workers.
- Supports Visiting Professor Program, including two-to-three visitors per year. Gathers academic dossier on candidates for appointments managed through degree programs. Assists with onboarding, housing, visa, office space, research assistants, and matters related to teaching courses, such as information on Canvas, ordering books, etc.
- Ensures effective administration of the Major and Minor in Jewish Studies. Maintains the College Catalog of courses. Manages student awards, including sending call for applications, organizing material for faculty review, arranging for awards, research and travel grants, conference presentation grants, essay prizes, graduate student funding, etc. Stands-in for director at meetings and awards ceremonies when needed.
- Schedules courses. Liaise between the Board and the College to ensure Registrar’s requirements are met and courses are included for credit within the major and minor.
- Checks course listings of departments for courses related to Jewish Studies and seeks crosslistings for undergraduate offerings.
- Advertises undergraduate and graduate courses quarterly; maintains historical list of all JWSC courses and cross listings.
- Maintains office equipment and supply inventory.
- Uses moderate/solid understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
- Sets and communicates program priorities and performance standards and assesses operations using these criteria. Plans and conducts quality assurance reviews and recommends changes as appropriate.
- Analyzes program budgets and recommends or makes budgetary recommendations.
- Has moderate/high levels of interactions with faculty, researchers and staff for committee work or information.
- Performs other related work as needed.
Minimum Qualifications
Education:
Minimum requirements include a college or university degree in related field.
Work Experience:
Certifications:
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Preferred Qualifications
Education:
- Degree in business administration.
Experience:
- Progressively responsible administrative experience.
- Supervision / leadership.
- Managing short- and long-term projects.
- Planning and executing events.
- Budget management.
- Background in higher education environment.
Technical Skills or Knowledge:
- Knowledge of Mac/PC.
- Proficient with standard computer programs, such as MS Office Word, Excel, PowerPoint, Outlook, and internet applications.
- Proficient with routinely used University systems such as Oracle, Orbit, Academic Information System, Course Inventory Management System, Catalog updating system.
Preferred Competencies
- Handle multiple concurrent projects in a competent and professional manner.
- Attention to detail and meeting deadlines.
- Work decisively and with good judgement.
- Work independently, as part of a team, and in concert with other offices and campus partners.
- Maintain confidentiality/discretion at all times.
- Critical thinking / problem solving / reasoning / decision making skills.
- Strong verbal and written communication skills.
Working Conditions
- Fast-paced environment and fast-growing center.
- Occasional evening and weekend work if needed.
Application Documents
- Resume/CV (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
Role Impact
Scheduled Weekly Hours
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
Pay Rate Type
FLSA Status
Pay Range
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
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.
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