Secretary of the Faculties

About The Department

The Office of the Provost at the University of Chicago was established in 1963 when Edward H. Levi was appointed the first Provost of the University. Since then, the responsibilities of the Provost and the Office have expanded to include not only academic planning and appointments but academic initiatives, arts programming, space planning and allocation, the University’s budget, diversity and inclusion initiatives, faculty development, and many other manners of academic and administrative support. The staff in the Office of the Provost support the University’s community of scholars, their shared ideals, and the core values that make the University a singular intellectual destination. Together with the University’s deans, directors, and department chairs, the Office of the Provost provides the opportunities, infrastructure, and resources that encourage our faculty and other scholars to pursue their finest work.

Job Information

Job Summary: The Secretary of the Faculties is a statutory role that plays an important part in advancing the University of Chicago’s model of shared faculty governance. By executing clear, effective, and transparent processes, the Secretary enables academic leadership and faculty stakeholders to conduct informed debate on critical academic priorities, maintain institutional integrity, and support the University’s mission.

Reporting to the Vice Provost for Academic Affairs and with a dotted line to the Provost for functions related to the University Senate, the Secretary provides essential organizational, record-keeping, and communications services for faculty governing bodies and elections.

The anticipated start date is October 1, 2026.

Responsibilities

• Partner with academic leadership, including the Provost, Vice Provosts, Deans, and chairs of statutory boards, to proactively develop plans for faculty governing bodies that advance broader institutional academic goals.
• Prepare and circulate meeting agendas and materials in close consultation with board and committee chairs, the Provost, Vice Provost, or Deans, striving to ensure that meetings and discussions are structured and aligned with academic priorities and plans.
• Advise and consult faculty on processes for approving and implementing new procedures or practices regarding matters to be brought forward to the Committee of the Council and the Council of the University Senate for action.
• Organize, attend, and document meetings of the Council of the University Senate, Committee of the Council, College Council, statutory boards, and other faculty governance bodies, including recording accurate Minutes and actions taken, extending invitations to guest presenters as appropriate, and more.
• Oversee and manage University-wide faculty elections, including those for the Council of the University Senate, Committee of the Council, College Council, and Deanship Review or Search Committees, ensuring compliance with established processes of each Ruling Body.
• Onboard and advise newly elected faculty governance and board chair leaders on processes, appropriate matters for University deliberative bodies, and other roles and responsibilities.
• Maintain an archive of meeting records, reports, and official documents; develop and update the faculty governance website.
• Research records on request for historical precedents, policies, and practices.
• Explore and identify opportunities to streamline record-keeping and note-taking responsibilities, ensuring alignment with University leadership and faculty priorities and preferences.
• Collaborate with faculty and administrative leaders to identify nominees for University boards and committees and other nominations processes, including for the Ryerson Lecture and Honorary Degrees.
• Work with the Office of University Events and Ceremonies on annual Convocation planning and serve as the primary contact for Honorary Degree recipients.
• Supervise Office of the Secretary of the Faculties staff and manage a small budget.
• Manage special projects as directed by the Provost or Vice Provost.

Competencies

• Excellent communication skills and demonstrated research and writing abilities.
• Ability to work proactively with academic leadership and faculty stakeholders to advance governance and institutional objectives.
• Skill in preparing meeting materials and organizing, structuring, and executing meetings, elections, and governance procedures with clarity and transparency.
• Strong attention to detail and accuracy.
• Ability to handle highly confidential and sensitive information with utmost discretion and maintain institutional integrity in all actions and decisions.
• Expertise in documenting meetings, maintaining archives, conducting historical research, and ensuring accessibility of records.
• Capacity to identify opportunities to streamline processes, address operational challenges, and ensure compliance with governance practices.
• Technological proficiency, especially pertaining to digital record keeping and website management.
• Collaborative ability to work effectively with diverse campus offices and leaders, with an enthusiasm for working directly with faculty.
• Capacity to manage complex projects and multiple priorities.
• Ability to meet tight deadlines and work under pressure, while managing multiple tasks and responsibilities.

Additional Responsibilities

• Education, Experience, or Certifications: Bachelor’s degree required. Advanced degree (e.g., JD, MA, PhD) preferred.
• Experience: At least 7 years of progressive administrative support or shared governance experience, preferably in a higher education or similar institutional environment, required. Demonstrated success working with C-level executives in a fast-paced environment required.
• Technical Knowledge or Skills: Experience managing web-based resources and records. Knowledge of shared governance and academic protocols.