Assistant to the Chairs II
Job no: 492997
Work type: Staff Full-Time
Location: Denver, CO
Categories: Admin / Executive / Office Support
The Anthropology Department has 8 full time faculty, four staff positions, and the Museum of Anthropology. We have about 50 undergraduate students and usually about 24 full time graduate students in our MA program, with 10-15 continuing graduate students in their 3rd or 4th years.
The Department of Economics, with 9 faculty members, offers an undergraduate program as well as a graduate (M.A.) program. There are about 150 undergraduate majors, and there are also lots of minors and other students (especially from the business school) who take our courses. There are about 25 graduate students in different stages of progress in the M.A. program.
The Assistant to the Chairs provides budget management, office management, and administrative support to the Departments of Anthropology and Economics; time is to be evenly distributed between departments. The assistant works independently under general direction and handles problems and non-routine situations by determining the approach or action to take and interprets guidelines, procedures and policies. Duties include managing departmental and grant budgets, hiring and supervising student employees, performing accounts payable/receivable transactions, managing P-card records, processing payroll and overseeing the hiring process for non-benefited positions, assisting with faculty searches, coordinating critical academic functions and paperwork, and handling the day-to-day business operations of the departments. The ideal candidate must be able to work independently under general direction, manage several tasks with close attention to detail and to meet established deadlines, have experience providing supportive supervision of staff and student employees, and provide excellent service to students, faculty, staff and community members under a variety of circumstances.
- Greet and assist visitors to main offices
- Answer basic advising (e.g., consistent with the sign-post function, letting students know how to make an appointment with a faculty member) or information questions about the programs
- Monitor department email and voicemail accounts
- Perform space allocation changes and analysis when required
- Send out important deadlines and reminders
- Act as backup for other staff members
- Other duties as assigned by the department chairs to support department functions
- Work closely with Program Coordinator on prospective graduate student visits, the graduate student financial aid, year-end celebrations, and daily tasks as they arise.
- Budget planning/forecasting for department chairs
- Monitoring and reconciling budget reports
- Managing accounts payable/receivable transactions
- Processing payroll through PioneerTime for departmental work-study and other staff positions
- Reconciling departmental p-card transactions
- Handling various grant and endowments
- Performing year-end reconciliation and other year-end tasks based on DU and CAHSS training
- Reimbursing prospective graduate student expenses
- Processing financial aid distribution for aid recipients
HIRING, SEARCHES, PROMOTION & TENURE:
- Preparing job-posting materials, filling out forms (for searches involving faculty, VTAP, adjuncts, etc.)
- Monitoring applications in the PioneerJobs system
- Assisting search committees to set up interviews at professional conferences and on-campus interviews
- Making travel and lodging arrangements for candidates on-campus visits
- Requesting reimbursements for various hiring expenses
- Working with the Deans Office on paperwork for faculty, adjuncts, and/or benefited staff that are hired
- Assisting departmental committees to compile promotion and tenure files
- Assisting Chairs as needed with sabbatical applications
- Completing steps each quarter to get student workers, non-benefited staff, and/or adjunct faculty hired and set up for pay
Knowledge, Skills, and Abilities
- Ability to communicate effectively both verbally and in writing.
- Ability to read and interpret documents such as procedure manuals, reports and other pertinent information.
- Ability to interact with CAHSS faculty, employees, and students.
- Ability to do basic math and accounting.
- Ability to work with spreadsheets and learn finance/budget reports.
- Thorough knowledge of Microsoft Word, Excel and Outlook.
- Ability to be adaptable and flexible.
- Ability to develop and maintain good working relationships.
- Ability to take initiative in performing duties and work reliably without constant direct supervision
- Solid computer skills.
- Strong organizational skills.
- Strong attention to detail
- Bachelor's degree or equivalent combination of experience and education.
- Two (2) years of experience in an office support setting.
- Experience and/or training in basic bookkeeping/accounting.
- Experience with accounts payable and receivable.
- Bachelor's degree.
- 3-5 years in an office support setting, with experience in accounting/bookkeeping in a university environment.
- Experience with website maintenance, social media, Word, and Excel in a professional context.
Monday - Friday, 8:00 a.m. - 4:30 p.m.
For best consideration, please submit your application materials by 4:00 p.m. (MST) on March 16, 2020
Candidates must apply online through jobs.du.edu to be considered. Only applications submitted online will be accepted.
The hourly range for the position is $20.00 - $21.00.
Please include the following documents with your application:
2. Cover Letter - in your cover letter, please address your interest in the position, how your skills align to the position, and describe your philosophy and approach to diversity and inclusion.
3. Names and contact information for three professional references.
4. Provide any relevant certificate and/or proof of training.
The University of Denver is committed to enhancing the diversity of its faculty and staff. We are an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment regardless of age, race, color, national origin, religion, sex, sexual orientation, gender identity, disability, military/ veteran status or any other status protected by law.
All offers of employment are based upon satisfactory completion of a criminal history background check.