Assistant to the Directors (Accounting/Budget/Administrative) - Gender and Women's Studies, CAHSS Centers and Programs

Apply now Job no: 494459
Work type: Staff Full-Time
Location: Denver, CO
Categories: Business Operations / Services, Admin / Executive / Office Support

The College of Arts, Humanities & Social Sciences (CAHSS) is the largest and most diverse academic unit at the University of Denver, where students gain the knowledge and skills necessary to succeed at nearly any career in today’s global society. CAHSS is committed to fostering a community of excellence, innovation, engagement, integrity, and inclusiveness. We see first-hand the educational, artistic, and scholarly benefits of creating and maintaining an accessible and equitable experience for all in our college, priorities that strengthen our academic community of learners and knowledge makers. As such, we strive to comprise a student body and faculty and staff that represent diverse peoples and perspectives, and to offer curriculum and skills that help prepare students for ethical and engaged citizenship in today’s global society. Our intentional commitment to advance diversity, equity and inclusion remains critical to CAHSSs mission of providing a robust liberal and creative arts education in service to the larger public good.

Position Summary

The Assistant to the Directors position provides general administrative, budget, and hiring support to the Gender and Women's Studies Program. Duties include support for general office management, reception of visitors and answering of telephones, assisting faculty and students with course needs, and managing mail services. Responsibility for managing various program processes also include reappointment and promotion reviews, maintaining confidential files, and providing support to the program director. Other duties include budget management, coordinating the processing of accounts payable/receivable transactions, processing payroll, and managing the hiring process for non-benefited positions.

The position will also provide general administrative support for other programs and centers that arise within the College. The current portfolio of programs includes the Center for Innovation in the Liberal and Creative Arts (CILCA), Critical Race and Ethnic Studies (CRES), Art Collection Ethics (ACE), Casa de Paz, First Generation Student Program, the College's Diversity, Equity and Inclusion program (DEI), the Law & Policy Journal, and other Dean's Office strategic initiatives. This portfolio will offload programs and centers as they transition into standalone programs, and it will help support new ones as they develop.

The ideal candidate must be able to work independently under general direction, and must be able to provide excellent service to students, faculty, and staff under a variety of circumstances

Essential Functions

General Administrative Duties

  • Coordinate front office duties such as: greet and assist visitors to main office which may require a physical presence in the Gender and Women's Studies academic office during university business hours; monitor email and voicemail accounts; manage the day-to-day operations of the program/center offices, including: managing office supplies, monitoring office equipment, managing key distribution and space access, and submitting facility work orders as necessary; perform space allocation changes and analysis when required.
  • Work closely with directors on planning and implementation of various initiatives.
  • Assist in planning various events (e.g. seminars, lectures, etc.).
  • Perform updates to website and social media accounts.
  • Act as a representative at liaison meetings called by Human Resources and Inclusive Community, Controllers office, Deans office, and Shared Services to keep up to date with policy changes, and new procedures and processes.

Coordinate Program/Center Processes

  • Coordinate the quarterly course scheduling process: work with the directors, staff and faculty to prepare course schedules for each academic quarter, liaise with the Registrar’s Office and CAHSS Dean’s Office to ensure that schedules meet requirements, manage changes and updates, and provide room assignment requests, and audit schedules once posted to ensure accuracy.
  • Coordinate faculty hiring: prepare job posting materials, assist in monitoring applications, setting up meetings, scheduling interviews and on-campus interview activities, coordinate applicant travel, assisting the search committees with applicant tracking system, delegating to staff team as needed, working with CAHSS Dean’s Office to finalize appointment paperwork.
  • Coordinate staff hiring: prepare job posting materials, participate in the interview process for benefited staff positions to advise director on hiring recommendations, working with CAHSS Dean’s Office to finalize hires, and conduct general staff onboarding.
  • Coordinate non-benefited hiring: non-benefited staff positions and adjunct faculty.
  • Coordinate the hiring process for student employees, as well as manage their work and schedules.
  • Manage reappointment and promotion: collect data and information for faculty annual reviews. Assist the directors in gathering materials and data for faculty annual reviews and promotions/midterm review and coordinate the creation binders for the Dean’s Office and electronic files of collected data.
  • Maintain confidential faculty and staff personnel files.

Manage and Monitor Program/Center Budgets

  • Budget planning, monitoring and forecasting. This includes working with the director and CAHSS Dean’s Office on annual budget development process.
  • Monitor and reconcile budget reports.
  • Manage accounts payable/receivable transactions, including the processing of invoices and check requests.
  • Communicate CAHSS budgetary guidelines to faculty members.
  • Book travel accommodations through Concur.
  • Coordinate the reconciliation of transactions that involve purchasing cards.
  • Handle various grant and endowment functions.
  • Approve timesheets through PioneerTime for student employees and other non-benefited staff positions and have the ability to communicate with them remotely when required.
  • Perform year-end reconciliation and other year-end tasks based on DU and CAHSS training.
  • Act as liaison with CAHSS Budget Officers.
  • Other duties as assigned

Knowledge, Skills, and Abilities

  • Ability to communicate effectively with diverse faculty, staff, students, and the general public in a culturally competent manner
  • Ability to read and follow directions and instructions
  • Excellent composition, writing, and editing skills
  • Excellent mathematical skills for budget analyses and fiscal planning; strong quantitative reasoning skills for data tracking projects
  • Excellent logical thinking and creative solution generation
  • Strong computer skills
  • Proficiency with computer technology such as using the Microsoft Office Suite: Word, Excel, Access, Outlook, Publisher, etc.
  • Knowledgeable with database programs and able to use software programs to update website content
  • Ability to problem solve
  • Ability to multi-task, adapt and be flexible
  • Ability to establish and maintain good working relationships with faculty, staff, and students
  • Ability to handle a busy atmosphere with good-natured composure, excellent interpersonal skills to work with faculty, staff, students, and community members
  • Ability to work without supervision, organize priorities; proven planning and organizational skills and a high level of attention to detail; demonstrated initiative and independent judgment

Required Qualifications

  • Bachelor's Degree or equivalent combination of experience and education obtained in other work settings such as the military or non-profit organizations.
  • Two (2) years of experience in an office support setting.
  • Experience with or training in basic bookkeeping/accounting.
  • Experience with accounts payable and receivable.
  • Experience with social media, Word, and Excel in a professional context.

Preferred Qualifications

  • 3-5 years in an office support setting, with experience in accounting/bookkeeping.
  • Experience working in a university environment and skilled at providing service to others in a culturally competent manner
  • Familiarity with Banner, Executive Dashboard, Concur, or other similar financial tracking systems.
  • Proficiency in two or more languages.

Work Schedule
Monday - Friday, 8:00 a.m. - 4:30 p.m.

Application Deadline
For best consideration, please submit your application materials by 4:00 p.m. (MST) on November 19, 2021.

Special Instructions
Candidates must apply online through jobs.du.edu to be considered. Only applications submitted online will be accepted.

Salary Grade Number:
The salary grade for the position is 6.

Hourly Range:
The hourly range for the position is $20.43 - $23.00.

Benefits:
The University of Denver offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO pass. The University of Denver is a private institution that empowers students who want to make a difference. Learn more about the University of Denver.

Please include the following documents with your application:
1. Resume
2. Cover Letter

The University of Denver is an equal opportunity employer. The University of Denver prohibits discrimination on the basis of race, color, national origin, age (40 years and over in the employment context), religion, disability, sexual orientation, gender identity, gender expression, genetic information, marital status, veterans status, and any other class of individuals protected from discrimination under federal, state, or local law, regulation, or ordinance in any of the university's educational programs and activities, and in the employment (including application for employment) and admissions (including application for admission) context, as required by Title IX of the Education Amendments of 1972; Title III of the Americans with Disabilities Act of 1990, as amended in 2008; Section 504 of the Rehabilitation Act of 1973; Title VI and VII of the Civil Rights Act of 1964; the Age Discrimination Act of 1975; the Age Discrimination in Employment Act of 1967; and any other federal, state, and local laws, regulations, or ordinances that prohibit discrimination, harassment, and/or retaliation. For the university's complete Non-Discrimination Statement, please see non‑discrimination‑statement.

All offers of employment are based upon satisfactory completion of a criminal history background check.

 

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