Assistant to the Chair, English Department

Colorado, USA, Denver
$18.93 - $19.78 per hour
Feb 13, 2018
University of
Position Type
Alt-Ac & Post-Ac
Institution Type
Four-Year Institution

Essential Functions

  • General Administrative Duties Greet and assist visitors to main office, including answering basic advising or informational questions about the department. This requires a physical presence in the Department of English and Literary Arts academic office during university business hours.
  • Monitor department 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 AHSS Deans 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 applications in the Silk Road hiring system, assist search committees in arranging interviews and candidate travel, and work with the AHSS Deans Office to complete hires.
  • Coordinate non-benefited hiring: oversee the recruitment, hiring and supervision of student employees and other non-benefited 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 tasks year-end tasks based on DU and AHSS training.
  • Graduate Program Support Respond to inquiries about graduate programs, or channel them to chairs/faculty.
  • Work closely with department graduate director on scheduling and other duties related to the functioning of the graduate program.

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 AHSS 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 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
  • Experience in higher education

Work Schedule

  1. 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) Monday, February 26, 2018.

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. For questions about this position, please contact Clark Davis at

Please include the following documents with your application:

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

NOTE: The online system is limited to uploading 10 files. Please combine content if necessary to get all content uploaded.

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.

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