Assistant to the Director, Reiman School of Finance

Apply now Job no: 494662
Work type: Staff Full-Time
Location: Denver, CO
Categories: Accounting / Finance, Business Operations / Services, Admin / Executive / Office Support

The University is located in Denver, Colorado, a city known for its dynamic blend of business, innovation and world-class recreation. Denver is consistently ranked by Forbes and Kiplingers Magazine as one of the top cities for young professionals and recent college graduates. The University of Denver is a private institution founded in 1864. It serves a population of more than 5,200 undergraduate and 6,200 graduate students as a research-intensive institution. The beautiful campus is located approximately seven miles from downtown with easy access to public transportation.

With a long tradition of excellence and innovation, the Daniels College of Business prepares students to succeed in a dynamic, changing world. We are a high-achieving community of students, staff and faculty that inspires one another to think in new ways, perform at higher levels, and transform organizations and communities. Daniels is ranked among the top business schools and is the only business school in Colorado to receive rankings and recognition from BusinessWeek, the Financial Times, U.S. News & World Report and Forbes. The Daniels College of Business (DCB) offers a variety of baccalaureate, graduate, PhD and certificate programs which are detailed at https://daniels.du.edu/

Position Summary

This is a full-time, benefited position, responsible for advanced office management and administrative work requiring initiative and independent judgment.  Tasks include general office management, reception of visitors and answering of telephones, assisting faculty and students with course needs and bureaucratic challenges, managing mail services, supervising student workers, and generating and distributing communications to constituents.  Position is also responsible for managing departmental processes (tenure reviews, hiring procedures, scheduling, requesting classrooms and meeting rooms, processing reimbursements, etc.) and monitoring departmental budgets.  Incumbent would be located within the Reiman School of Finance. Incumbent may have contact with high level administrative offices requiring use of business vocabulary, tact, discretion, and judgment.

The person holding this position will perform varied advanced office management and administrative work unique to the work unit requiring initiative and independent judgment.  Incumbent works independently under general direction and handles problems and non-routine situations by determining the approach or action to take and interprets guidelines, procedures, policies, and practices.  Must provide excellent service to students, faculty, and staff from diverse backgrounds, including but not limited to those from historically underrepresented and/or marginalized communities, and promote the values and practices of inclusive excellence, especially with regard to issues of gender, sexuality, and other intersecting identities.

Essential Functions

Office Management, Administrative, Customer Experience:

  • Provide reception and manage office area including interface with visitors, students, faculty, and the public. 
  • Answer email queries.
  • Request parking passes as needed for guests and events.         
  • Manage all aspects of mail: distributes mail to the appropriate recipients in a timely and correct manner.
  • Provide administrative support to office including managing department calendar, managing supply and swag orders, manage department social media.
  • Provide administrative support to degree programs.
  • Organize and maintain physical and electronic files by business function, curriculum and faculty member.
  • Supervise graduate assistants, managing work reports by faculty and by student; recruit and manage student work study assistants. 
  • Manage and ensure accurate posting of quarterly academic schedules; including all prerequisites, faculty, course fees, days/hours, cross listing, modalities, etc.
  • Support faculty in effectively disseminating the University’s policies/permission for all academic program changes.  
  • Maintain accurate Courseleaf documentation presented on University website. 
  • Manage the onboarding of new adjunct faculty to include new hire paperwork, background checks, offer letters and scheduling of proper training on University systems.
  • Manage textbook ordering process.

Budget/Financials:  

  • Manage contracts, purchase orders, requisitions and invoices.
  • Manage Banner Finance system and various other reporting documents.
  • Manage and perform all direct pays, travel expenses and School purchasing card transactions.
  • Process outside vendor contracts, acquiring all necessary approvals, bids, etc.  
  • Coordinate with Director on development and management of budgets.
  • Reconcile financial accounts monthly to ensure system accuracy and control.
  • Manage and process non-appointed staff and adjunct faculty pay.  
  • Recommend and produce process improvements to enhance system control and accuracy.
  • Train faculty on Pioneer Travel & Expense (Concur).
  • Manage and disburse Reiman Internship Fund.
  • Review and reconcile faculty and departmental purchasing card purchases for accuracy and compliance with University policies.
  • Work with Dean’s Office regarding researching payments, reconciliations, and payment processing questions that may arise.
  • Run all School financial reports for various special projects as needed.
  • Order and maintain office supplies/purchases. 
  • Coordinate repairs to unit equipment, such as copiers, if they malfunction.
  • Hire and supervise student employees.

Faculty Support:

  • Provide clerical assistance to Faculty as needed. Assist with the onboarding of new adjunct faculty.               
  • Provide light training on University systems.
  • Assist faculty with course management including ordering books and course materials, posting office hours and course schedules for faculty and TAs.
  • Assist faculty with academic material which involves reviewing, editing, and drafting academic material as well as copying and typing academic material (exams, etc.) as needed.
  • Maintain employer contacts, textbook representatives, and other friends of the department contacts.
  • Ensure faculty have loaded all course syllabi into Canvas and post syllabi to Y drive in a timely manner, generally 2 weeks prior to the start of the quarter.
  • Plan special events for faculty like strategy meetings and retirement celebrations.
  • Coordinate and plan faculty meetings and events including sending Outlook invitations for such activities to the appropriate audience.

Director Support:

  • Provide clerical assistance to Director as needed in a timely manner.
  • Pull contact lists, financial aid information, and other data from Banner as requested.  
  • Assist Director with specialized reports by collecting the proper data/information, verifying its accuracy and compiling it in a meaningful manner.  
  • Assist Director with the coordination and maintenance of the annual schedule of classes.
  • Assist Director with the communication of any policies, procedures, requirements, deadlines, etc. to all Faculty as appropriate.  
  • Assist Director in resolution of scheduling, tuition, faculty, registration issues.
  • Assist the search committee during faculty/ staff recruitment. Schedule campus visits, arrange travel, and process reimbursements.
  • Compose and type correspondence including solicitation, such as thank you letters to donors and scholarship award letters to students.

Knowledge, Skills and Abilities

  • Ability to independently exercise sound judgment, tact, and diplomacy.
  • Ability to safeguard confidential information and act professionally. 
  • Strong problem solving skills.
  • Experienced, intermediate level user of Microsoft Office software including Word, Excel, PowerPoint and Outlook.
  • Demonstrated ability to learn new software and systems.
  • Exceptionally strong English language written and verbal communication skills.
  • Ability to work cooperatively with faculty, students, other staff, and the public.
  • Ability to organize priorities and projects; the ability to comprehend and follow complicated written and oral instructions.
  • Ability to problem solve and multitask.
  • Accurate data entry.
  • Effective interpersonal skills.
  • Eager to learn new skills and manage multiple tasks. Self-starter, able to work independently or work well with others as part of a team. 

Required Qualifications

  • High School Diploma.
  • 2 years work experience in office support role.

Preferred Qualifications

  • Bachelor's Degree.
  • 3 years work experience in office support role within a university setting.  Experience in technical writing, graphic design, marketing, and project management.
  • Outstanding business, professional, and/or academic/technical writing skills preferred. 
  • Knowledge of University policies and procedures.

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) January 31st, 2022.

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 $20.00 - $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 contingent upon satisfactory completion of a criminal history background check.

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