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Administrative Assistant

Employer
University of Denver
Location
Denver, USA, Colorado
Salary
$20.00 - $23.50 per hour

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support
Employment Type
Full Time
Institution Type
Four-Year Institution
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Job Details

The Department of Electrical and Computer Engineering (ECE) in the Daniel Felix Ritchie School of Engineering and Computer Science (RSECS) at the University of Denver invites applications for the position of Assistant to the Chair.

The ECE department is a fast-paced, dynamic and innovative environment emphasizing high quality teaching and research in engineering applications related to artificial intelligence, computer vision, unmanned systems, controls and optimization, power and energy, smart cities, robotics, communications, bio-engineering. The ECE department is highly collegial and committed to a climate of respect and inclusiveness.

Position Summary

This position provides broad administrative and operational support to the Chair of the department and performs a wide range of administrative duties and operational functions in support of the faculty, staff, and students.

Essential Functions

Manage hiring process for student workers (work study, GTA, GRA), adjunct faculty and faculty summer positions

  • Create/manage job positions in student employment website
  • Manage interviewing for work study students
  • Facilitate background checks
  • Set up hiring in Pioneer Web workflow
  • Process bi-weekly and monthly payroll for students
  • Communicate hiring decisions and GTA course assignment
  • Send email reminders to employees with key deadlines
  • Enter payroll adjustments as necessary
  • Review and reconcile student employee payroll in University timekeeping system
  • Monitoring student employees

    • Manage purchases to support department and faculty research

  • Process field order and purchase requisitions
  • Route purchasing requests through the approval process
  • Use P-card (university credit card) to make purchases and reconcile allocations at regular intervals
  • Assist travel arrangement, process direct pay reimbursements and travel reimbursements
  • Monitor spending for department and faculty grants
  • Process purchasing and accounts payable/receivable transactions
  • Process journal entries

    • Assist with normal operations

  • Support regular operations, including courses, seminars, faculty searches, preparations for accreditation reviews/visits
  • Assist in event planning, including Senior Design Symposium and Industry Advisory Board (IAB) meetings (including room/technology reservations and catering)
  • Prepare website and social media updates
  • Prepare bulletins updates and marketing materials
  • Assist search committees with scheduling departmental interviews and lodging arrangements for candidates
  • Work closely with faculty and Graduate Coordinator to schedule prospective graduate student visits and graduate student financial aid
  • Schedule and manage PhD qualify exams
  • Answer requests and queries in a timely manner
  • Manage and organize departmental data
  • Perform other duties as needed to maintain smooth operation of the department

    • Support course scheduling and student academic advising

  • Coordinate the quarterly course scheduling process: work with the chair and faculty to prepare course schedules for each academic quarter, liaise with the Registrars Office and ensure that schedules meet requirements, manage changes and updates, and provide room assignment requests, and audit schedules once posted to ensure accuracy.
  • Manage classroom schedule for courses, including coordination with RSECS departments and DU registrar.
  • Assist students with their course registration plans
  • Schedule and set up various meetings and events including various faculty meetings, graduate students orientations, industrial Advisory board meeting, annual alumni event, holiday party, quarterly advising events, student interviews, and chalk talks
  • Facilitate tutor/TA office hours schedule each term
  • Manage text book information for classes

    • Support graduate application process and maintain graduate student records

  • Serve as liaison to Graduate Admissions and Office of Graduate Studies
  • Interact via email/phone with prospective students
  • Communicate decision letters
  • Process advancement to candidacy forms and conduct graduation audits
  • Maintain student files with key documents

    • Route forms, agreements and contracts through the appropriate review process

  • Communicate with faculty/initiator and DUs Shared Services
  • Coordinate and process the required reviews/approvals (e.g. legal, software, purchasing, graduate school, etc.) e.g. purchasing requests, special community member forms, travel authorizations/reimbursements, course proposals, etc.
  • Submit agreement information into Pioneer Web workflow
  • After approval, report status and take appropriate actions (e.g. purchase requisition after contract approval)

    • Maintain records of department budget and finances

  • Present budget expenditures and forecast reports to Chair
  • Monitor and reconcile departmental budget expenditures and numerous internal and external grants
  • Perform year-end reconciliation and other year-end tasks based on University and division guidelines
  • Maintain budget tracking spreadsheet, including allocations (e.g. flowback) and purchases
  • Schedule regular meetings to review budget with department staff
  • Provide fund balances and Banner reports to Chair and faculty upon request

    • Other Duties:

  • Greet visitors and prospective students/families
  • Maintain Chair calendar
  • Arrange parking permits for visitors
  • Attend various training sessions for various University initiatives, systems, processes
  • Coordinate summer camp processes
  • Order general office supplies, including copier toner and paper
  • Accept package deliveries and email recipients
  • Coordinate FE Exam application processes and check out exam study materials
  • Submit facilities work orders
  • forward email requests from: Dean, Career Services, Chair, Faculty, other departments, etc.
  • Print and post flyers for events
  • Assist Chair and faculty as requested

    • Knowledge, Skills, and Abilities

  • Excellent communication skills to include verbal and written communication.
  • Proven planning and organizational skills and a high level of attention to detail; demonstrated initiative and independent judgment.
  • Excellent customer service skills.
  • Excellent mathematical skills for budget analyses and fiscal planning; strong quantitative reasoning skills for data tracking projects.
  • Excellent logical thinking and creative solution generation.
  • Strong organization skills.
  • Ability to prioritize and multi-task.
  • Ability to read and interpret documents such as procedure manuals, reports and other pertinent information.
  • Ability to quickly learn new administrative software platforms.
  • Ability to work well with a team as well as work independently.
  • Strong computer skills including proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and social media.

    • Required Qualifications

  • Associates Degree {AA) or equivalent from two-year college; or two to three years of administrative experience; or equivalent combination of education and experience

    • Preferred Qualifications

  • Bachelors Degree
  • Experience in accounting or bookkeeping in a university setting
  • Experience with Banner systems
  • Supervisory experience with young adults
  • Demonstrated experience working with diverse student and community populations

    • 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) August 5, 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-$23.50.

    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.

    Organization

    Founded in 1864—just a few years after the city of Denver itself was founded—the University of Denver is one of the country's premier private universities.

    The University's 125-acre campus, a few miles south of downtown Denver, is home to more than 11,500 students hailing from all regions of the United States and 83 other countries.

    The University offers:

    Regardless of what they study, University of Denver students embark on a personal educational journey that helps them find and follow their individual purpose.

    Collaborative, Experiential Learning

    Our students work closely with faculty, peers and members of the community on projects, research and fieldwork. They cross disciplines to discover new perspectives and approaches to problem solving.

    In and out of the classroom, our students learn by doing, whether they're collecting data in the field or putting theory into practice in a clinical setting.

    The University of Denver Culture

    Across the University of Denver’s many divisions, departments, and offices, supervisors are searching for new employees who strive to excel and innovate, prize integrity, and who value the opportunity to engage with the community.  The University is always looking for creative problem solvers, critical thinkers, and lifelong learners who want to know more and do more.

    At the University of Denver, our culture is steeped in ethics and social responsibility. As a result, our faculty and students represent a wide array of perspectives and enjoy the healthy dialogue that grows out of diversity. University of Maryland, Baltimore

    For all their differences, the members of our community are united by a common purpose: They're determined to confront society's most pressing challenges—everything from world health and the global economy to access to education.

    Company info
    Website
    Telephone
    3038717770
    Location
    2199 S. University Blvd.
     Denver
    Colorado
    80210
    US
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