Assistant to the Chair, Department of Physics and Astronomy

USA, Denver, Colorado
$18.93 - $22.69 per hour
Jul 25, 2017
University of
Faculty Jobs
Position Type
Alt-Ac & Post-Ac
Institution Type
Four-Year Institution

The University of Denver is a medium-size (12,000 students) private university located in a thriving metropolis at the base of the Rocky Mountains. The Department of Physics and Astronomy employs diverse and dynamic full-time faculty of 12, including 4 women. We provide an attentive, hands-on research and learning environment for students up to the PhD level. Our student population comprises approximately 50 undergraduates and 20-25 graduate students. The program is recognized by the American Physics Society among US PhD-granting departments for our high percentage (50%) of female graduates, placing second nationally at the undergraduate level and third at the graduate level (APS data for the period 2011-2013). More information about the department can be found here.

Position Summary

The Assistant to the Chair position provides budget management, office management and administrative support to the Department of Physics and Astronomy within the Division of Natural Sciences and Mathematics. Duties include managing departmental and grant budgets, performing accounts payable/receivable transactions, administering P-card records, processing, assisting with faculty searches and graduate student admission, and providing general administrative support to the chair, faculty and students. The ideal candidate must be able to work independently and provide excellent service to students, faculty, department Chair, University staff and community members under a variety of circumstances.

Essential Functions

Manage Departmental Budgets

  • Present budget expenditures and forecast reports to Chair.
  • Monitor and reconcile departmental budget expenditures and internal and external grants.
  • Process accounts payable/receivable transactions.
  • Process journal entries.
  • Prepare departments P-cards statements before submitting to the Dean's office.
  • Review and reconcile student employee payroll.
  • Enter monthly non-benefited payroll.
  • Perform year-end reconciliation and other year-end tasks based on DU and NSM guidelines.

General Administrative Support

  • Oversee office supply inventory.
  • Greet students and outside visitors in a friendly and helpful manner.
  • Work closely with faculty and Chair to schedule prospective graduate student visits and graduate student financial aid.
  • Assist search committees with scheduling departmental interviews and lodging arrangements for candidates and other visitors.
  • Organize departmental events including annual alumni event, holiday party, quarterly advising events and weekly refreshments for departmental colloquia.
  • Perform other duties as needed to maintain smooth operation of the department.

Knowledge, Skills and Abilities

  • Ability to interact and communicate effectively and sensitively with students, faculty and staff from a diverse range of backgrounds.
  • Ability to communicate effectively both verbally and in writing.
  • Thorough knowledge of Excel, Word and Outlook.
  • Ability to do basic accounting and understand finance and budget reports.
  • Ability to prioritize and multi-task.
  • Ability to be adaptable and flexible.
  • Ability to develop and maintain strong working relationships.
  • Knowledge of standard university policies and procedures.
  • Strong organizational skills.

Required Qualifications

  • High School diploma.
  • 1 year of work experience in an office support setting.
  • Experience or training in accounting or bookkeeping.

Preferred Qualifications

  • Bachelor's degree.
  • 2-3 years of work experience in an office support setting.
  • Experience with accounting or bookkeeping in an academic setting.
  • Experience with Banner.
  • Supervisory or mentoring experience.

Work Schedule

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

Application Deadline

For best consideration, please submit your application materials by Friday, August 4, 2017.

Special Instructions

Candidates must apply online through to be considered. Only applications submitted online will be accepted. Once within the job description online, please scroll to the bottom of the page to apply. If you have questions regarding this position, please contact Davor Balzar at

Please include the following documents with your application:

  1. Resume
  2. Cover Letter
  3. List of Reference

The University of Denver is committed to enhancing the diversity of its faculty and staff and encourages applications from women, minorities, members of the LGBTQ community, people with disabilities and veterans. The University is an equal opportunity/affirmative action employer.

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