Assistant to the Chairs-Spanish, Language, Literature & Cultural Studies
University of Denver

Denver, Colorado

The Department of Languages, Literatures & Cultures (LL&C) offers a BA in Languages, Literatures & Cultures with possible concentrations in Chinese, French & Francophone Studies, German, Italian, Japanese and Russian. We also offer minors in Hebrew and Latin, and electives in Arabic and classical Greek. The Department of Spanish Language, Literary & Cultural Studies (SLLCS) offers a BA in Spanish. The two departments together are composed of 30 linguistically- and culturally-diverse faculty members with research and teaching expertise in major world languages and cultures.

Position Summary

The Assistant to the Chairs position provides budget and HR support to LL&C and SLLCS. Duties include budget management, coordinating accounts payable/receivable transactions, processing payroll, managing the hiring for non-benefited positions, and administering relevant immigration and visa processes. Given the nature of the research and teaching in LL&C and SLLCS, the Assistant to the Chairs is also responsible for numerous international transactions, ensuring compliance with relevant university guidelines and state and national laws.

The position also provides general administrative support to both departments. Additionally, faculty from a third unit, the Center for World Languages & Cultures, share common spaces and offices, as well as utilize office equipment in the same suite as LL&C and SLLCS. Office management duties in this space include backup support for general office operations, reception of visitors and answering of telephones, assisting faculty and students with course needs, managing mail services, office equipment, and supplies. Responsibility for managing various LL&C and SLLCS departmental processes also include tenure and promotion reviews, maintaining confidential files, and providing support to the department Chairs.

The ideal candidate must be able to work independently under general direction, and must be able to provide excellent service to linguistically- and culturally-diverse students, faculty, and staff under a variety of circumstances.

Essential Functions

General Administrative Duties

  • Act as a backup for the Administrative Assistant/Program Coordinator which may include duties such as: greet and assist visitors to main office; monitor department email and voicemail accounts; respond to all knowledge base inquiries; 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; performing space allocation changes and analysis when required.
  • Work closely with Chairs on planning and implementation of various departmental initiatives.
  • Represent the department at liaison meetings called by Human Resources and Inclusive Community, Controllers office, Deans office, International Student and Scholar Support, Office of General Counsel, Office of International Education, Risk Management, and Shared Services to keep up to date with policy changes, and new procedures and processes.
Coordinate Departmental Processes
  • Coordinate faculty hiring: prepare job posting materials, assist in monitoring applications, setting up meetings, scheduling interviews and on-campus interview activities, coordinate applicant travel, assisting the search committee with applicant tracking system, delegating to staff team as needed, working with CAHSS Deans Office to finalize appointment paperwork, and working with the Office of International Student and Scholar Support when necessary.
  • Coordinate staff hiring: prepare job posting materials, participate in the interview process for departmental benefited staff positions, advise Chairs on hiring recommendations, work with CAHSS Dean's Office to finalize hires, and conduct general staff onboarding.
  • Coordinate non-benefited hiring: oversee the hiring process for student employees, non-benefited staff positions and adjunct faculty.
  • Tenure and promotion: serve as a process consultant to support candidates under review. Assist the Chairs in facilitating faculty annual reviews and promotions/midterm review. Maintaining accurate documentation related to review and promotion processes.
  • Maintain confidential faculty and staff personnel files.
  • Support faculty in the completion of expense requests through systems including Concur.
Manage and Monitor Departmental Budgets
  • Budget planning, monitoring and forecasting for department Chairs and the Anna Maglione-Sie Endowment.
    • This also includes the management and administration of internal and external grants. Working with the Chairs and CAHSS Deans Office on annual budget development processes.
  • Monitor and reconcile budget reports for two large, internationally-connected departments.
  • Manage accounts payable/receivable transactions for approximately thirty full-time faculty in two departments.
  • Coordinate the management and reconciliation of transactions that involve departments' purchasing cards.
  • 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.
Knowledge, Skills, and Abilities
  • Ability to communicate effectively with faculty, staff, students, and the general public.
  • Ability to read and follow directions and instructions.
  • Excellent composing, writing, and editing 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 computer skills.
  • Proficiency with computer technology such as using the Microsoft Office Suite: Word, Excel, Access, Outlook, Publisher, etc.
  • Knowledgeable with database programs and knowledge bases and ability to use software programs to update department website content.
  • Ability to problem solve.
  • Ability to multi-task, adapt and be flexible.
  • Ability to establish and maintain good working relationships with faculty, staff, and students.
  • Excellent interpersonal skills to work in a busy atmosphere with a linguistically- and culturally-diverse group of faculty, staff, students, and community members.
  • Ability to work without supervision, organize priorities; proven planning and organizational skills and a high level of attention to detail; demonstrated initiative and independent judgment.
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 website maintenance, social media, Word, and advanced Excel in a professional context.
Preferred Qualifications
  • Bachelors degree.
  • 3-5 years in an office support setting, with experience in accounting/bookkeeping in a university environment.
  • Experience supervising employees.
  • Experience with organization process design, improvement, and implementation.
  • Familiarity with Banner, Executive Dashboard, Concur, or other similar financial tracking systems.
  • Proficiency in one or more of the following languages: Arabic, Chinese, French, German, Hebrew, Italian, Japanese, Russian, and Spanish.
Working Environment
  • Standard office environment.
  • Unexpected interruptions occur often and stress level is moderate to high.
  • Noise level is quiet to moderate.
Physical Activities
  • Ability to work in front of a computer for an extended period of time.
  • 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
For best consideration, please submit your application materials by 4:00 p.m. (MST) November 14, 2022.

Special Instructions
Candidates must apply online through to be considered. Only applications submitted online will be accepted.

Salary Grade Number:
The salary grade for the position is 7.

Hourly Range:
The hourly range for the position is $22.00 - $25.00.

The University of Denver has provided a compensation range that represents its good faith estimate of what the University may pay for the position at the time of posting. The University may ultimately pay more or less than the posted compensation range. The salary offered to the selected candidate will be determined based on factors such as the qualifications of the selected candidate, departmental budget availability, internal salary equity considerations, and available market information, but not based on a candidate's sex or any other protected status.

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.

Advertised: November 08, 2022
Applications close:

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