Department Coordinator II, Mathematics Department, College of Natural Sciences and Mathematics

Department Coordinator II, Mathematics Department

Job No: 498474
Work Type:
Staff Full-Time

Location:

Denver, CO
Categories:
Academic Administration, Business Operations / Services, Admin / Executive / Office Support

The Mathematics Department offers bachelors, masters, and PhD degrees. It has 21 full-time faculty, approximately 100 undergraduates, 25-30 graduate students, including 15 graduate teaching assistants, and approximately 20 student employees who may assist in the office, grade, or work in the Math Center.

The Department Coordinator II provides budget management, office management, and administrative support to the Mathematics 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.

• Present budget expenditures and forecast reports to the Department Chair.
• Work with the Assistant Dean of Finance and Operations on department budget to reconcile.
• Works with the Department Chair and the 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 Deans 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.

• Work closely with faculty and the Graduate Coordinator 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 event, holiday party, quarterly advising events, and weekly refreshments for math colloquia.
• Oversee office supply inventory.
• Point of contact as the building coordinator for the Math 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.

• Project annual need for graders and office assistants.
• Work with the Math Center Director to plan hiring for the Math Center.
• Post and manage work study positions and recruit proactively; interview students, request background checks, and hire.
• Schedule student workers to maximize 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, and conduct formal performance evaluations annually.

• 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 wide range of backgrounds.
• Ability to problem solve.
• Ability to prioritize and multitask.
• Ability to be adaptable and flexible.
• Ability to develop and maintain strong working relationships.
• Knowledge of standard university policies and procedures.
• Strong organization skills.

• Bachelors degree or degree in progress.
• At least two years of experience in an office support setting.
• Experience or training in accounting or bookkeeping.
• Supervisory or mentoring experience.
• Commitment to working with wide student and community populations.

• 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 wide student and community populations.

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

Ability to work in front of a computer…