Senior Program Manager
The University of Chicago

Job Info

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Department

HUM Staff: Creative Writing

About the Department

The Program in Creative Writing gives students a rigorous background in the fundamentals of creative work by studying with established poets and prose writers and pursuing creative writing within the larger context of academic study. It is an integral part of the University's intellectual life, and most particularly in providing opportunities for interdisciplinary work. The Program offers and administers an undergraduate major and minor in Creative Writing and collaborates with the Master of Arts Program in Humanities (MAPH) in offering Creative Writing and Poetics focus options.

Job Summary

The Senior Program Manager supports the pedagogical needs of the Program in Creative Writing in the areas of budgeting and finance, administration of academic hires, renewals, promotions, etc., and helps lead academic program planning and overall strategic planning for the Program. This position also oversees all operational functions, including supervising an events staff and an academic affairs staff.

Responsibilities

• Manages tenure track faculty and other academic appointment (OAA) searches; plans and coordinates visits by job candidates; helps to onboard and assist new hires, including part-time lecturers and Humanities Teaching Fellows.
• Ensures compliance with the Collective Bargaining Agreement (CBA), including managing required course observation process; and advises faculty committees on their obligations to the CBA and all procedures related to academic appointments.
• Supports and advises tenure-track faculty and OAA full- and part-time instructors regarding reappointment and promotion dossiers, annual reporting, service assignments, student support issues, curriculum planning, quarterly course feedback, financial and accounting compliance, and co-curricular activities.
• Works with Dean's Office partners to ensure clear, consistent, and accurate guidelines and rules are communicated to faculty and lecturers.
• Organizes and manages meetings, assignments, schedules, and responsibilities of Hiring and Curriculum Committee, Poetics Committee, Events Programming Committee, and any additional ad hoc committees.
• Collaborates with Director, Associate Director, and Core Faculty stakeholders on medium- to long-term planning, strategic goals, community partnerships, and extra- and co-curricular initiatives.
• Cultivates faculty initiatives and collaborations with on-campus and community partners that engage diverse audiences and amplify the reach and impact of the Program and its faculty, via initiatives that align with stated Program values and goals.
• Works with Program leadership to formulate policies and ensure continuity and compliance with Department of Education accreditation processes, including verifying language compliance for all program syllabi.
• In consultation with Registrar and Program stakeholders, continually assesses functionality and effectiveness of program systems, including application systems, course catalog changes, surveys, and faculty and student required forms.
• Supervises Student Affairs Administrator and Communication and Events Coordinator.
• Supports DUS in overseeing the work of the Writing and Research Advisors.
• Proofreads all external-facing communications materials generated by staff, including flyers and weekly newsletter.
• Tracks expenses and manages program budgets, including submission of monthly budget projections and execution of interdepartmental transfers; ensures funding and grant proposals meet requirements for the Division and College as appropriate.
• Makes all Program procurement and supply purchases.
• Processes honorarium payments and reimbursements for course visitors and faculty job candidates.
• Prepares budget and funding modification requests, in consultation with Program leadership and Alumni Relations and Development when necessary.
• Coordinates course proposal process and supervises course scheduling process.
• Ensures course offerings fit with program requirements, cohort sizes, and genre breakdowns; and plans for future curricular needs.
• Works with DUS, Hiring and Curriculum Committee, Associate Director, and Student Affairs Administrator to evaluate curricular goals and match program offerings to these goals.
• Solicits course proposals and creates course grid draft to initiate annual curriculum planning, and facilitates the work of the Hiring and Curriculum Committee in completing the grid.
• Aligns OAA teaching assignments with CBA and individual faculty contracts.
• Works with Student Affairs Administrator, DUS, Associate Director, and Director on refining advising strategies and processes across Major, Minor, and Master of Arts Program in the Humanities (MAPH).
• Manages office functions and physical space needs; serves as program lead for ongoing technology and space improvements to proprietary classrooms; manages building security system, including individual key card accesses for lecturers and Chicago Review staff; processes hiring of 1-2 student staff members per academic year.
• Conducts data tracking and analysis related to students, alumni, program history, funding, and comparative programs; assists with internal and external program reviews as needed.
• Represents Creative Writing at the University.
• Serves on any required committees, such UChicago Arts Programming Committee, COVID-19 Leads, etc.
• Works with Director, Communications and Events Coordinator, and Events Programming Committee to brainstorm events programming.
• Helps shepherd faculty ambitions for speaker series to align with budget, schedule, and curriculum.
• Coordinates and leads Program and Chicago Review presence at annual Association of Writers and Writing Programs Conference.
• Identifies co-sponsorship opportunities for events; tracks cross-campus initiatives and integrates with events where appropriate; oversees collaboration with event partners.
• Fills in as needed when additional organization, promotion, and execution support is needed for events.
• Supervises the development of promotional strategies and large-scale special event strategies as needed.
• Uses in-depth knowledge and experience to administer the delivery of services to program participants and/or beneficiaries such as communicating with programs sponsors and academic advising for undergraduate students.
• 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.
• Performs other related work as needed.

Minimum Qualifications

Education:
Minimum requirements include a college or university degree in related field.
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Work Experience:
Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.
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Certifications:

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Preferred Qualifications

Education:

• Master's degree.

Experience:

• A minimum of three years of experience in writing grant proposals.
• A minimum of three years of experience working directly with faculty and students.
• Supervisory experience.
• Previous experience in academic support services.

Technical Skills or Knowledge:

• Knowledge of desktop publishing and web maintenance software, Microsoft Office, Adobe Creative Suite, Mailchimp, and Zoom.
• Strong technology knowledge or ability to learn within three months computerized information systems, financial analysis tools, and databases.

Preferred Competencies

• Develop a budget and track finances.
• Write clearly and concisely with excellent editing/proofreading ability in English.
• Clear, effective, and tactful oral communications skills.
• Good judgment and capacity to balance competing goals.
• Effectively solve problems.
• Keep tasks, deadlines, and documentation organized.
• Keep systems and processes up to date to meet changing demands.
• Competencies in leadership, flexibility, team-building, self-direction, and negotiation.
• Interact professionally with students, staff, and faculty.
• Familiarity with the University of Chicago.

Working Conditions

• Office environment.
• Set up and take down venues for events and other associated work.
• Travel to various on-campus locations.
• Work extra hours occasionally.

Application Documents

• Resume/CV (required)
• Cover Letter that includes your interest in this position (preferred)
• References Contact Information (3)(preferred)

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

Job Family

Administration & Management

Role Impact

Individual Contributor

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

Employees must comply with the University's COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward.

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.

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.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at:http://securityreport.uchicago.edu.Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

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