Program Assistant I

Job description

* Applications are accepted electronically ONLY at *

University of Colorado Denver
College of Arts and Sciences - Modern Languages
Program Assistant I
Position #300422 - Posting 15124

As Colorado's only public urban research university, the University of Colorado Denver educates a diverse student body through quality academics, ambitious research and creative work, and civic engagement in the city we call home. CU Denver educates more than 15,000 undergraduate and graduate students, and with easy access to the state's cultural, business and civic hub, our students benefit from immersive classroom and real-world experiences, supplemented by unparalleled internship and networking opportunities. As the most diverse research university in Colorado, our campus attracts top students and offers over more than 100 highly rated degree programs through eight schools and colleges, as well as more than 30 online degree programs. Home to over 40 research centers and institutes, CU Denver receives more than $25 million in sponsored research awards annually, allowing us to generate knowledge and create solutions to society's most complex problems.

Job Summary:

The Modern Languages department exists to provide specialized liberal arts education to undergraduate and graduate students. The department offers majors and minors in Spanish and French, minors in Chinese Studies and Linguistics, and first-year language courses in Arabic, Chinese, German and Latin, as well as culture courses that fulfill the CLAS Core Humanities requirement. The department also provides a Master of Arts Program in Spanish and a Certificate Program in Spanish for International Business. The unit seeks to promote, support, manage and ensure the successful outcome of research and applied projects.

The purpose of this full-time, state classified Program Assistant I position is to ensure the achievement of the department's long and short-term goals by managing elements of student services within the department, supervising several budgets related to department operations and on and off campus research grants, working with the department chair in managing personnel operations within the department, and providing administrative support services to the chair and other faculty members within the department.

Examples of Work Performed:

  • Manage the operational budget and authorize all operating expenditures for its several programs on and off campus.
  • Provide budget reports to Department Chair, retain copies for departmental records, and assist with budget management. Departmental purchasing utilizing the PeopleSoft Finance System, expense system, and procurement card.
  • Provide transactional and recordkeeping support to change fund custodians.
  • Provide support for travel through the expense system, making travel arrangements, including purchasing airline tickets, making hotel accommodations and reimbursing travelers for expenses.
  • Arrange venues and food for department receptions/events.
  • Create and update spreadsheets for budgetary purposes.
  • Serve as department payroll liaison. Responsible for all part-time Lecturer, student faculty and student hourly appointments, including hiring and appointment entries in HCM.
  • Ensure monthly contracts and HCM entries are prepared prior to deadlines for CLAS HR approval.
  • Enter time for biweekly (student) employees.
  • Develop, implement and evaluate improvements in office procedures, creation of information systems.
  • Develop long range plans for operation improvement (e.g., projecting future needs for furniture, equipment, space allocated, etc.).
  • Assess new and replacement equipment needs based upon anticipated volume of use, potential dollar and personnel resources savings; update inventory files. Arrange for equipment repairs and follow-up.
  • Maintain department website with updates and new information.
  • Sort and distribute incoming/outgoing mail.
  • Serve as liaison to Facilities Management, Human Resources, and Information Technology Services when assistance is required.
  • Provide information, advice and counsel to all potential and enrolled students.
  • Provide information on how to reach faculty members (office hours, phone numbers, e-mail addresses, course schedules) and on course offerings.
  • Provide information on university and department administrative and academic policies and procedures such as language requirements, placement into language classes, grading, proficiency requirements, language waivers, attendance policies, incompletes, and registration. Provide students with all required forms.
  • Advise prospective students on admissions criteria, proper application procedures and deadlines; clarify UCD enrollment, residence and graduation requirements. Establish internal procedures to ensure that students applying to the program comply with policies and procedures established by the College and/or department, and counsel regarding appropriate course selection.
  • Use online recruiting tool to manage faculty search files and provide support to search chairs and committees.
  • Work with department language tutors (who are supervised by LRC) to establish open lab schedules.
  • Hire, train and supervise work-study student to assist with departmental work as appropriate.
  • Other duties as needed and/or assigned.

Salary and Benefits:
Hiring Salary Range: $3,933-$4,337 / month (non-negotiable)*

*The salary offered is usually the minimum listed, however, a salary above the minimum may be offered for some hard to fill positions.

Employees hired into these positions are eligible for University benefits. The University of Colorado offers a full benefits package. Information on University benefits program, including eligibility, is located at

Additional Information:
Reference checks are a standard step in our hiring process. You may be asked to provide contact information, including e-mail addresses, for up to 5 references if you are referred to the Hiring Authority for an interview. We will notify you prior to contacting both on and off-list references.

The University of Colorado Denver | Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

The University of Colorado Denver | Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities and all veterans. The University of Colorado is committed to diversity and equality in education and employment.

ADAAA Accommodations:
Any person with a disability as defined by the ADA Amendments Act of 2008 (ADAAA) may be provided a reasonable accommodation upon request to enable the person to complete an employment assessment. To request an accommodation, please contact by phone or email at least five business days before the assessment date to allow us to evaluate your request and prepare for the accommodation. You may be asked to provide additional information, including medical documentation, regarding functional limitations and type of accommodation needed. Please ensure that you have this information available well in advance of the assessment date.


Please make sure to include the following in your resume: job title, duties, months and years employed, and average hours per week worked as minimum experience is calculated on a 40 hour/week basis.

Minimum Qualifications:
  • Four years of experience in administrative support.

Colorado law requires that candidates for state government jobs be residents of Colorado at the time of application.


College or university course work, appropriate to the work assignment, may substitute for the administrative support experience on a year-for-year basis..

Preferred Qualifications:
  • Experience providing technical and administrative assistance in a higher education setting.
  • Experience with University Business Applications (e.g. Concur, CU-SIS, PeopleSoft, etc.).
  • Experience with maintaining, monitoring and effectively spending budgets.
  • Experience performing Human Resources functions.

  • Excellent written and verbal communication skills.
  • Proficiency in MS Office programs (Word, Excel, Outlook).
  • Knowledge of Basic Accounting Practices.
  • Knowledge of Human Resource Management and Supervision.
  • Ability to gather and analyze statistical data and maintain a high level of accuracy in preparing and entering information.
  • Analytical and critical thinking skills.
  • Excellent customer service and interpersonal skills.
  • Ability to multi-task, use time management skills, and prioritize tasks.
  • Ability to work independently as well as with a team.
  • Ability to actively listen and maintain effective and cordial relationships.

Special Instructions to Applicants:Classified Staff positions have specific application requirements: Submit all required documents indicated in this posting. Include a current email address as communication is electronic-based. Failure to complete a timely application may result in the rejection of your application. Applications MUST be completed in their entirety, including job title, duties, months and years employed, and hours per week worked as minimum experience is calculated on a 40 hour/week basis. Address qualifications, competencies and preferred qualifications in your application, as these along with previous work experience will be used to assess competencies. Answers will be verified against your application and may be checked with references. False information could lead to your removal from the hiring process. Click here to view Veteran and other General Information regarding Classified Staff positions.

For those who meet minimum qualifications, the comparative analysis process will include one or all of the following: • Preferred Qualifications Application Review based on the preferred qualifications listed in the posting. (Candidates will be evaluated and rated against the preferred qualifications based on information submitted within their application materials). Note: Candidates are not physically present for this portion of the comparative analysis. • First Round Interview based on the job requirements, preferred qualifications and competencies listed in the posting. (Candidates will be evaluated, scored and ranked based on oral responses). You will be notified via email if the comparative analysis process changes or includes additional assessment tools other than those listed above.

Application Materials Required:Cover Letter, Resume/CV, List of References

Application Materials Instructions:APPLICATION DEADLINE: This announcement is open until November 23, 2018 or until 75 applications have been received, whichever occurs first. To apply, please submit the following materials to this posting: A cover letter and resume that specifically addresses the job requirements and outlines qualifications. Your resume MUST include job title, duties, months and years employed, and average hours per week worked as minimum experience is calculated on a 40 hour/week basis. Resumes are part of the comparative analysis (selection process) and will be used as part or all of the comparative analysis process to rank candidates.

Job Category: Professional Support Services

Primary Location: Denver

Department: D0001 -- Denver Campus - 30101 - CLAS-Modern Language

Schedule: Full-time

Posting Date: Nov 8, 2018

Closing Date: Nov 23, 2018, 11:59:00 PM

Posting Contact Name: Sheri Kalina Jungman

Posting Contact Email: [email protected]

Position Number: 00300422





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Job No:
Posted: 11/9/2018
Application Due: 11/24/2018
Work Type: