Assistant to the Chair (Accounting/Budget/Administrative)

Apply now Job no: 495005
Work type: Staff Full-Time
Location: Denver, CO
Categories: Admin / Executive / Office Support

The Department of Religious Studies at the University of Denver is a vibrant department of eight productive, nationally recognized scholar-teachers who have attracted a growing cadre of undergraduate majors, double majors and graduate students in the College of Arts, Humanities, & Social Sciences (CAHSS). We are strongly committed to building a diverse and inclusive educational environment, in full accord with the value that DU places on diversity, equity, and inclusion (DEI). Ours is a high-profile department in the oldest independent university in the Rocky Mountain region, which describes itself as a great private university dedicated to the public good. DU enrolls over 11,000 students in its undergraduate and graduate programs. The Carnegie Foundation classifies DU as a Doctoral/Very High Research university (R1). Our department offers BA and MA degrees in Religious Studies, and our courses also contribute to the undergraduate core curriculum, the Critical Race and Ethnic Studies minor, the Middle East Studies minor, and the Gender and Women's Studies program. We are core contributors to the Joint Doctoral Program in the Study of Religion, which the University of Denver shares with the Iliff School of Theology.

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 CAHSS mission of providing a robust liberal and creative arts education in service to the larger public good.

Position Summary

The Assistant to the Chair position provides general administrative support to the Department of Religious Studies. Duties include general office management, reception of visitors and answering of telephones, assisting faculty and students with course needs, and overseeing the day-to-day administrative needs for the department. Responsibility for managing departmental processes includes helping to coordinate tenure reviews, event planning, and course scheduling and room requests. 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 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

  • Greet and assist visitors to main office, including answering basic advising or informational questions about the department. This requires coordinating a physical presence in the academic office during university business hours.
  • Monitor departmental email and voicemail accounts.
  • Manage the day-to-day operations of the office, 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.
  • Assist in planning various departmental events (e.g., seminars, lectures, etc.).
  • Perform updates to departmental website and social media accounts.
  • Other duties as assigned by the department chair to support department functions and to be a backup for other staff members.

Coordinate Departmental Processes

  • Coordinate the quarterly course scheduling process: work with the chair 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 and staff hiring, prepare job posting materials, assist in monitoring, assist search committees in arranging interviews and candidate travel, and work with the CAHSS Dean’s Office to complete hires.
  • Coordinate non-benefited hiring: oversee the recruitment, hiring and supervision of student employees and other non-benefited faculty and staff positions.
  • Coordinate the preparation of tenure and promotion materials: when needed, assist departmental committees in compiling internal and external materials for faculty tenure and promotion cases.

Manage Departmental Budgets

  • Budget planning/forecasting for department/program heads.
  • Monitor and reconcile budget reports.
  • Manage accounts payable/receivable transactions.
  • Coordinate the reconciliation of transactions that involve department’s p-cards.
  • Handle various grant and endowment functions
  • Process payroll through PioneerTime for student employees and other non-benefited staff positions.
  • Perform year-end reconciliation and other year-end tasks based on DU and CAHSS training.

Graduate Program Support

  • Respond to inquiries about graduate programs, or channel them to chair/faculty.
  • Work closely with department graduate director on scheduling, recruiting and other issues

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.
  • 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.

Required Qualifications

  • 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.
  • Experience with social media, Word, and Excel in a professional context.

Preferred Qualifications

  • Bachelor's degree.
  • 3-5 years in an office support setting, with experience in accounting/bookkeeping in a university environment.
  • Proficiency in two or more languages.

Working Environment

1. Standard office environment.
2. Unexpected interruptions occur often, and stress level is moderate to high.
3. Noise level is quiet to moderate.

Physical Activities

1. Ability to sit in front of a computer for an extended period.
2. Occasionally required to move about the office/campus with the capability of transporting objects up to 20 lbs.

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

Application Deadline 

Updated on June 27, 2022: The best consideration date for this position has been removed and the position is open until filled.

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 - $23.50.

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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