Associate Director, DoVA Programs and Administration

Department
HUM Staff: Visual Arts

About the Department
The Department of Visual Arts (DoVA) MFA student body is comprised of artists working in sculpture, photography, painting, installation, performance, video and new media. Students are expected to work with all faculty, whose expertise cross a number of disciplines. We believe that art should not be an isolating activity and that students/artists benefit from the cross-fertilization of daily contact with people working across different media and dealing with similar sets of issues. We believe that art should not be an isolating activity and that students/ artists benefit from the cross-fertilization of daily contact with people working across different media and dealing with similar sets of issues. Art is a cultural product, and as such, we encourage students to explore the specific artistic concerns pertinent to their work, as well as relevant theoretical, social and historical issues.

Job Summary

The Associate Director of the Department of Visual Arts plays a pivotal role in managing and supporting the Department’s academic, administrative, and operational functions. The Associate Director works closely with the Department Chair, faculty, and other University stakeholders to support the Department’s mission and ensure the success of its programs and students.

This position oversees a range of responsibilities including academic support, student support, course scheduling, curricula planning, admissions, operations, and budget management. Additionally, this position supervises two full-time staff, 1) Program Administrator and Curator, Open Practice Committee and 2) Student and Academic Affairs Coordinator.

Applicants, when uploading your resume, please include all required application documents listed in the job posting to be considered.

Hybrid work schedule available.

Responsibilities

• 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; insures 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.
• Manages program budgets and recommends or makes budgetary recommendations.
• Has a deep understanding when interacting 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:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

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)

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

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.