Associate Dean

Department

PSD Staff

About The Department

The Physical Sciences Division has a rich history of advancing and defining new fields of discovery in the physical sciences and mathematics, and this tradition of innovation continues today. Our inquiry and impact spans from the edge of the observable universe to human-computer interaction, from biophysical materials science to the geologic record of seawater composition, from gravitational waves to geometric flows, and beyond.

The division includes the academic departments of Astronomy & Astrophysics, Chemistry, Computer Science, Geophysical Sciences, Mathematics, Physics, and Statistics. In addition, PSD includes a number of interdisciplinary research institutes and centers, including the Enrico Fermi Institute, the James Franck Institute, and the Institute for Biophysical Dynamics. Many of our scientists have joint appointments at the Fermi National Accelerator Laboratory and Argonne National Laboratory as well as joint affiliations with other Chicago-based research institutions such as the Toyota Technological Institute of Chicago, Adler Planetarium, the Museum of Science and Industry, and the Field Museum. Our students build connections with world-leading scientists, collaborate across disciplines, and enjoy the dynamic Chicago and University communities.

Job Summary

Reporting to the Dean of the Physical Sciences Division, the Associate Dean (AD) serves as the chief operating officer for the Physical Sciences Division which is the second largest division in the University of Chicago. Serves as a collaborative partner and advisor to the Dean and academic and administrative leadership, providing comprehensive analysis of the organization, staffing and administration of the Division to support the implementation and monitoring of initiatives, plans and strategic objectives. Plays a hands-on role in setting overseeing and implementing strategy in partnership with the Sr. Associate Dean, Dean of Students, Director of Academic Affairs. Has broad responsibility for overseeing the PSD’s administrative operations. Works closely with the Dean on faculty affairs and sensitive human resource matters. Supervises the directors and professional staff that oversee Human Resources, Information Technology, Communications, and Laboratory Safety functions.

Serves as a strategist and advisor to the Dean, Department Chairs, Institute Directors, and Departmental Managers on the operations, organization, staffing and management of their units. Works closely with the Sr. Associate Dean to ensure organizational planning and staffing align with PSD budget targets. Leads a number of key strategic projects. Ensures robust administrative processes and appropriate staffing are in place to enable the PSD to effectively function and operate in all areas of administration, ensuring compliance with the University’s regulations.

Responsibilities

• Serves as the Division’s senior operational officer for the PSD, reporting to the Dean, ensuring all areas of administration effectively function to support PSD’s mission.
• Collaborates with the Dean, Sr. Associate Dean and other senior leaders to develop and execute long-term organizational and administrative plans that align with the PSD’s strategic scientific and educational mission.
• Closely collaborates with the Sr. Associate Dean to ensure that staff hiring, merit increases, compensation decisions, new commitments, and organizational planning are aligned with the PSD’s budgetary goals and forecasts.
• Creates high level organizational structures to support processes and systems to improve administrative efficiency across PSD, including analyzing and strengthening business processes and recommending changes to the organizational structure of the division.
• Oversees the Human Resources function for the PSD, supervising the Director of Human Resources and professional staff to lead the Division’s efforts to improve and optimize human resources support including strategic planning, employee/labor relations, organizational effectiveness, change and performance management, leadership coaching, and communication planning.
• Partners with the Vice President for Human Resources and other Human Resources leadership to troubleshoot complex issues on behalf of the Dean and Department Chairs.
• Oversees Information Technology and Computing for the PSD, supervising the Executive Director to ensure the PSD has effective computing and information technology staff and resources to support the academic, administrative and research needs of the PSD including desktop support, systems administration, IT security, educational technology and research computing.
• Collaborates with the Executive Director for IT and Computing to develop and execute a strategic plan and roadmap for computing with the goal of improving computing services and improving PSD’s overall IT security posture to ensure compliance with University guidelines.
• Develops and implements multi-year HR strategies and policies to support the division’s mission and goals. Provides guidance and expertise in human resources, faculty affairs, resource allocation, and organizational culture.
• Supervises the PSD communications team, including overseeing the Director of Communications to ensure that the eminence of the PSD’s academic programs is communicated through internal and external channels.
• Provides leadership to the Assistant Dean for Communications and Professional Programs to optimize our marketing and communications strategy for growing and supporting our professional programs.
• Troubleshoots complex and highly sensitive communications matters on behalf of the Dean and Department Chairs in consultation with University leadership.
• Serves as the Dean’s delegate on important administrative matters, working with leadership in the President and Provost’s office to effectively support changes and shared goals.
• Collaborates with faculty, staff and external stakeholders to understand their needs and priorities. Fosters strong working relationships and effective communication channels to address concerns, provide guidance, and ensure a positive and supportive environment.
• Creates and implements policies and strategies to promote an environment of continuous improvement among staff, encouraging collaboration and support across various administrative functions and between units and the Dean’s Office.
• Provides confidential, high-level guidance and support for organizational and management challenges facing Department Chairs, Institute Directors, faculty supervisors, Department Administrators and other senior leaders within PSD.
• Provides direct guidance and oversight for Department managers, Department Administrators, staff directors and Institute Administrators.
• Identifies administrative challenges and creates solutions where processes span different units or functional administrative areas.
• Meets regularly with chairs, institute directors and key staff leadership to support their planning efforts.
• Serves as a key advisor to Master’s program leadership on their staff retention and promotion goals, helping to provide support for planned growth and changes to the function of those units.
• Provides highly confidential advice and guidance on sensitive matters related to faculty affairs and faculty conduct, advising the Dean and other faculty leaders and liaising with the office of legal counsel and Vice Provost when appropriate.
• Serves as the PSD representative in highly sensitive employment disputes or other legal matters, working collaboratively with University legal counsel, faculty, staff and divisional leadership to negotiate on behalf of the Division.
• Represents the PSD in employee-labor relations matters, in consultation with the University’s key leadership. Makes decisions and recommendations to the Dean regarding employee disputes/conflicts, mediation, corrective action, layoffs, terminations and other sensitive employee matters.
• Provides leadership and guidance to administrative and faculty leaders to ensure compliance with relevant laws, regulations, and University policies. Develops and maintains effective internal controls related hiring, compensation, corrective action, and terminations in alignment with the University’s policies.
• Conducts internal investigations into employee conduct, making recommendations on appropriate actions based on the University’s policies to ensure the PSD remains a compliant workplace.
• In consultation with the Vice Provost for Research Safety and PSD Laboratory Safety Officer, ensures compliance with the University’s safety policies and procedures. When needed, troubleshoots areas of concern with key faculty leadership to mitigate future risks.
• Consults with the University’s Title IX officer on all matters related to misconduct or discrimination that may implicate this law.
• Works collaboratively with PSD leadership to ensure staff are reminded of relevant policies and procedures on a regular basis, through appropriate ad hoc training, communications, and other mechanisms.
• Works with the Dean of Students/Associate Dean to advise on cases involving students and staff, identifying opportunities to improve training and processes.
• Develops and leads key projects at the direction of the Dean.
• Supports the roll out of major administrative or process changes that have a division-wide impact.
• Serves as the key staff partner to University leaders to implement broad changes within the PSD, ensuring there is effective communication, engagement and compliance.
• Oversees laboratory safety for the PSD, supervising the PSD’s laboratory safety officer.
• Ensures the PSD works effectively with the University’s office of research safety to troubleshoot and mitigate issues, ensure there is appropriate technical guidance, training, and inspective/risk analysis of the PSD laboratory safety program to ensure a safe environment in which to facilitate research and the pursuit of academic excellence.
• Escalates issues and provides strategic leadership to ensure that our practices continue to be in responsive to the University’s guidance and provide appropriate technical support for the evolving needs of our researchers.
• Ensures our laboratory safety strategy is integrated into our research support functions, educational laboratories, core facility planning, and other areas of research support.
• Provides leadership and direction through managers. Establishes budgetary plans, policies and protocols to enhance the central pedagogical mission and operational goals.
• Serves as a liaison to academic, research, and administrative units within the division and of the University.
• Manages employees through subordinates, usually other managers. Establishes performance goals, allocates resources and assesses policies for direct subordinates.
• Performs other related work as needed.
  
  

Education:

Minimum Qualifications

Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through 10+ years of work experience in a related job discipline.

Certifications:

Preferred Qualifications

Education:

• Master’s degree in finance, accounting, business administration or related field.
  
  

Experience:

• Experience with human resources in a university environment.
• Experience providing highly confidential and sensitive guidance and support to a university executive or officer.
• Experience supervising and overseeing multiple teams across diverse areas of administration and directing the work of managers.
• Experience with organizational design and operations.
• Experience developing and executing strategic plans.
  
  

Preferred Competencies

• Strong management experience including the ability to direct multiple teams and manage senior professionals.
• Strong practical knowledge of University administration, including the ability to work in a decentralized/matrixed environment.
• Strong interpersonal skills.
• Strong communication skills including the ability to communicate with discretion and confidentiality on highly sensitive human resource matters.
• Demonstrated ability to think strategically, independently develop and evaluate options, and translate findings into operational objectives.
• Ability to establish and maintain relationships at all organizational levels.
• Ability to work closely and effectively with senior University leadership.
• Intellectual versatility and creativity.
• Demonstrated problem-solving, organization, analytical, and coordination skills including attention to detail.
• Ability to work independently and as part of a team, and to interact with a diverse workforce.
• Excellent time management skills and the ability to handle multiple, concurrent tasks within deadlines with minimal supervision.
• Flexibility and ability to work effectively and gracefully under considerable time pressure on high visibility, high stakes projects.
• Ability to be flexible and adaptable to changes in workflow and procedures.
  
  

Working Conditions

• This position is eligible for a partially remote work schedule.
  
  

Application Documents

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

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management

Role Impact

People Manager

FLSA Status

Exempt

Pay Frequency

Monthly

Scheduled Weekly Hours

37.5

Benefits Eligible

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.

Staff 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.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

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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