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Physics and Astronomy Department Coordinator
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Position Number: 5890818
Location: Denver, CO
Position Type: Business - Accounting

Physics and Astronomy Department Coordinator

Job No: 497775
Work Type: Staff Full-Time
Location: Denver, CO
Categories: Business Operations / Services, Admin / Executive / Office Support

About the University of Denver

Located where the Great Plains meet the Rocky Mountains, the University of Denver embodies the spirit of exploration and discovery that defines our region and our history. DU is a private institution built on exploration through research and collaboration among educators, students, and local and global communities. With nationally recognized academic programs, a history of widespread influence, a forward-looking vision for a 21st-century education, and a deep commitment to promoting inclusion, we open a world of opportunity to students and empower Pioneers to make a difference around the world. Through learning, scholarship and practice, students gain the experience, knowledge and courage they need to tackle big challenges in the real world and guide diverse communities and organizations.

About the College of Natural Sciences and Mathematics

The college is home to five academic departments: Biological Sciences, Chemistry and Biochemistry, Geography and the Environment, Mathematics, and Physics and Astronomy. The college offers over 30 degrees ranging from Bachelor of Arts to Doctor of Philosophy as well as having many active research labs funded through extramural sources. DU and the College of Natural Sciences and Mathematics are strongly committed to a diverse, inclusive, and equitable environment of belonging for all. In alignment with this commitment and regardless of specialization, successful candidates will demonstrate the ability to integrate content, programming, processes, communication, and sentiments to build a welcoming community of learning for all, being conscious of individuals with historically minoritized identities. You can read more about DU's commitment to diversity, equity, and inclusion on the University's website.

About the Physics and Astronomy Department

The Department of Physics and Astronomy (P&A website) underwent a strong expansion with nine tenure-track and two teaching professor positions filled since 2006. Our diverse and dynamic faculty of 12 includes four women and come from seven different countries. Out of 10 research faculty, there are five NSF CAREER award winners, two Cottrell and Scialog Scholars, and one W.M. Keck Foundation award recipient. Additionally, faculty are supported by DOE, traditional (three-year) funding from NSF and grant awards (R15, RO1) from NIH. We provide an attentive, hands-on research and learning community for undergraduate and graduate students up through the PhD level. The program is recognized by the APS among US PhD-granting departments for our high percentage of female graduates: placing second nationally at the undergraduate level and third at the graduate level (APS data for the period 2011-2013).

Position Summary

The Department Coordinator provides budget management, office management, and administrative support to the Physics and Astronomy Department within the College of Natural Sciences and Mathematics. Duties include managing departmental and grant budgets, hiring and supervising student employees, performing accounts payable/receivable transactions, administering P-card records, processing payroll and overseeing the hiring process for non-benefited positions, assisting with faculty searches, and providing general administrative support to the chair, faculty, and students. The ideal candidate must be able to work independently under general direction, provide supportive supervision of student employees, and provide excellent service to students, faculty, University staff and community members under a variety of circumstances.

Essential Functions

Manage Departmental Budgets

Present budget expenditures and forecast reports to the Department Chair.
Work with the Assistant Dean of Finance and Operations on the department budget to reconcile.
Works with the Department Chair and Assistant Dean of Finance and Operations in the budget development process.
Monitor and reconcile departmental budget expenditures and numerous internal and external grants.
Process accounts payable/receivable transactions.
Process journal entries.
Prepares and assists with department and faculty P-card expense reports, reviews, and reconciles before submitting to the dean's office.
Review and reconcile student employee payroll in the University timekeeping system.
Enter bi-weekly and monthly non-benefited payroll and adjustments as necessary.
Perform year-end reconciliation and other year-end tasks based on University and college guidelines.

General Administrative Support

Work closely with faculty, Associate Chair, and Department Chair to schedule prospective graduate student visits and graduate student financial aid.
Assist search committees with scheduling departmental interviews and lodging arrangements for candidates.
Organize departmental events, including annual alumni events, holiday party, quarterly advising events, and weekly refreshments for department colloquia.
Oversee office supply inventory.
Point of contact as the building coordinator for the Physics Department. Works with NSM Facilities Manager, Facilities Management, and IT for classroom and office support.
Works with NSM Facilities Manager to coordinate key and access control for labs and buildings.
Greet students and outside visitors in a friendly and helpful manner.
Perform other duties as needed to maintain the smooth operation of the department.

Supervise Student Employees

Post and manage work-study positions and recruit proactively, interview students, request background checks, and hire.
Schedule student workers to maximize the use of student awards and cover departmental needs; monitor spending to stay within financial aid and departmental budgets.
Provide training and constructive feedback to student workers throughout the year.

Knowledge, Skills, and Abilities

Thorough knowledge of Microsoft Office applications including Excel, Word, and Outlook.
Ability to do basic math and accounting and understand finance and budget reports.
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 faculty and employees and communicate effectively and sensitively with students, faculty, and staff from a diverse range of backgrounds.
Ability to problem solve.
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 organization skills.

Required Qualifications

Bachelor's degree or degree in progress.
At least three years of experience in an office support setting.
Experience or training in accounting or bookkeeping.
Supervisory or mentoring experience.
Commitment to working with diverse student and community populations.

Preferred Qualifications

At least three years or more in an administrative support setting.
Experience in accounting or bookkeeping in a university setting.
Experience with Banner/Ellucian systems.
Supervisory experience with young adults.
Demonstrated experience working with diverse student and community populations.

Working Environment

1. Standard office environment.
2. Unexpected interruptions occur often and stress level is moderate to high.
3. Noise level is quiet to moderate.

Physical Activities

1. Ability to sit in front of a computer for an extended period of time.
2. Occasionally required to move about the office/campus with the capability of transporting objects up to 20 lbs.

Work Schedule

The University's administrative offices are open Monday - Friday, 8:00 a.m. - 4:30 p.m. Work schedule may vary.

In accordance with the University's flexible work policy, this position is eligible to be considered for partial remote work. Further details regarding this plan will be determined with the hiring manager and are dependent on the division and team specific needs.

Application Deadline

For consideration, please submit your application materials by 4:00 p.m. (MST) January 31, 2025.

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 $21.00-$24.00.

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.

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. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including sex stereotypes, sex characteristics, sexual orientation, gender identity, and gender expression), marital, family, or parental status, pregnancy or related conditions, national origin, disability, or status as a protected veteran. The University of Denver does not discriminate and prohibits discrimination on the basis of race, color, national origin, ancestry, age, religion, creed, disability, sex (including sex stereotypes, sex characteristics, sexual orientation, gender identity, and gender expression), marital family, and parental status, pregnancy, genetic information, military enlistment, or veteran 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; the Americans with Disabilities Act; 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; the Equal Pay Act; the Colorado Equal Pay for Equal Work Act; the Colorado Protecting Opportunities and Worker's Rights ("POWR") Act; and any other federal, state, and local laws, regulations, or ordinances that prohibit discrimination, harassment, and/or retaliation. For more information, please see the University of Denver's Non-Discrimination-Statement.

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

To apply, visit https://jobs.du.edu/en-us/job/497775/physics-and-astronomy-department-coordinator