Executive Assistant for Curriculum, Faculty Governance & Board of Trustees
July 11, 2018
About Mills College: Located in Oakland, California, in the heart of the San Francisco Bay Area, Mills College is a liberal arts college for women and gender non-binary students, with graduate programs for all genders. Consistently ranked one of the top master's universities and one of the best value colleges in the West by U.S. News & World Report, Mills also has been named one of the Best Colleges in the nation by The Princeton Review. The Mills experience is distinguished by small, interactive classes, one-on-one attention from exceptional faculty, a culture of creative experimentation, and cutting-edge interdisciplinary learning opportunities which empower students to make a statement in their careers and communities. As one of the most diverse liberal arts colleges in the country, we have a strong record of academic success with first-generation students, students of color, Latinx students, LGBTQ students, and other underrepresented students.Mills College has recently become a Hispanic Serving Institution. Applicants with expertise and experience in supporting and promoting success for Latina/o students are encouraged to apply.
Mills College encourages diversity in hiring and particularly welcomes applications and nominations from women, gender non-binary individuals, and minorities. Mills College seeks to recruit and retain a diverse workforce as a reflection of our commitment to equity, inclusion, and social justice and our desire to maintain the excellence of our faculty. In so doing, we offer our students not only the opportunity to learn about varied disciplines but to engage with diverse perspectives and ways of knowing and learning. For more information, please visit https://www.mills.edu/
Under the direction of the Provost's Office Manager, the Executive Assistant (EA) of Curriculum and Faculty Governance is a member of the Provost Office Staff team who works closely with faculty and staff across the College. This position requires a superior command of verbal and written communication, demonstrated skills in time-management and detail-orientation, the ability to maintain a high level of confidentiality, and a willingness to approach challenges both critically and creatively.
The EA provides administrative support to the Provost and the Dean of the Faculty and the Associate Provost for Curriculum, which includes: coordinating faculty governance meetings; facilitating curricular changes; supporting the Registrar's Office with registration and record keeping; and maintaining various websites, databases, and calendars. In addition to managing tasks that occur cyclically during the academic year, the EA also supports the Provost's Office with ad hoc projects or assignments that are sensitive or complex in nature, requiring a high level of independence and initiative in execution and implementation.
Under the guidance of the Provost:
Provides administrative support before, during, and after faculty governance meetings, including: scheduling meeting rooms, drafting agendas, preparing reports and materials, documenting and posting minutes, and facilitating voting outcomes and curricular changes.
Provides logistical and technological support during Provost-sponsored faculty governance meetings, retreats, and events; in particular, the EA is responsible for Division, Department/Program Heads, and Faculty meetings.
Schedules meeting rooms for faculty committee meetings, such as Faculty Executive Committee, Graduate Council, Educational Policies Subcommittee, Appointment, Promotion, and Tenure Committee, Labor Management Committee, and others as directed.
Assists the Provost and Dean of Faculty in preparing notes, gathering data, and drafting reports for meeting presentations.
Maintains records of faculty committee membership.
Other miscellaneous faculty governance responsibilities.
Board of Trustees
Assists in the development and preparation of agendas and reports for the Board committees that the Provost chairs (Educational Policies Committee and Educational Personnel Subcommittee), including: data collection, coordinating with other departments on joint committee meetings, and creating presentations.
Take and submit Board meeting minutes to the President's Office and notifies the Provost's Office Faculty Personnel Manager of voting outcomes.
Other miscellaneous Board of Trustees responsibilities.
Under the guidance of the Associate Provost for Curriculum:
Ensures that new programs and program revisions are presented to faculty governance meetings and recorded in the catalog according to the procedures outlined in the Faculty Handbook.
Manages new course and course revision workflow database, coordinating with faculty and faculty administrative assistants to ensure accurate data entry and timely submissions.
Coordinates with the Catalog and Webfix teams to ensure curriculum is accurately represented in annual catalogs and on the web; coordinates with the Registrar to ensure new programs and changes to existing programs are reflected in student records.
Maintains records of syllabuses.
Other miscellaneous curriculum responsibilities.
Assists the Registrar during course scheduling by updating courses in course revision workflow database and reaching out to faculty for additional information as needed.
Coordinates with eCampus to facilitate faculty textbook adoption.
Assists with gathering missing grades at the end of each semester.
Other miscellaneous campus scheduling responsibilities.
Supports the Associate Provost with coordination of annual curricular assessment activities, including scheduling and outreach for external program reviews.
Other miscellaneous assessment responsibilities.
Under the guidance of the Provost's Office Manager:
Participates in the Provost Office's development and implementation of efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses.
Maintains and updates the content of the Office of the Provost Intranet webpages, email aliases, and Banner access.
Provides technical assistance to other staff in areas such as record-keeping, editing, and computer and software usage.
Other miscellaneous Provost Office Manager-directed responsibilities.
Work Experience: Our ideal candidate would have:
Three to five years' prior administrative experience in higher education.
Political acumen and sensitivities to the differing perspectives at all levels of the College as well as the Office of the President and external constituencies.
Ability to maintain a high level of confidentiality.
Familiarity with campus processes, protocols and procedures.
Working knowledge of federal regulations such as FERPA.
Working knowledge of the Faculty Handbook.
This position would be a good fit for those who have held an administrative position in one or more of the following higher education areas:
President, Provost, or Chancellor's Office
Academic Program or Department Administration
Required Skills, Abilities and Knowledge:
Commitment to Mills College's mission and demonstrated ability to create and sustain a an organizational climate based on inclusion, social justice and equity
Strong professional ethics and discretion with an attitude of respect for all persons in the Mills community.
Ability to maintain a high level of confidentiality.
Strong verbal, written, and interpersonal communication skills.
Ability to multi-task with demanding timeframes. Time-management and effective calendaring is essential to this position.
Motivation to seek information from other offices and complete tasks with little direction. Must be a self-starter.
Proficiency in Google GSuite and Microsoft Office Suite required. Experience with Banner SIS preferred.
Bachelor's degree required, Master's preferred.
Physical, Mental and Environmental Demands:
It is occasionally necessary to lift or move somewhat heavy or awkward pieces of office and classroom equipment such as easels, large tables, projectors, etc.
Work involves considerable sitting time at desk/computer, but also entails moving about the building and campus to obtain/deliver materials and meet with people.
Interruptions and interactions with others are common, especially when school is in session.
Most work is conducted during the regular workweek, but some responsibilities entail work on evening or weekend hours.
Deadlines are a routine part of the work, whether it is submitting reports, getting materials or equipment ready for a class session, or setting up a room in time for an event.
This is an exempt, full-time position with an FTE of 1.0. Salary is commensurate with experience and includes an excellent benefits package including medical/dental/vision/life/LTD insurance, 403(b) retirement plan with college-matching after 6 months, 10 days of vacation for year one, 15 days of vacation for years 2-10, and 22 days of vacation years 10+ plus, 12 sick days and 10 paid holidays annually. Staff members also receive free admission to campus events, use of the pool, fitness center, and tennis courts. Tuition remission is also available after an introductory period. Voluntary benefits include: pet insurance, long-term care insurance, legal-assistance insurance, computer purchase discounts and cell/home phone service discounts.
Mills is an independent liberal arts college for women with graduate programs for women and men. The College educates students to think critically and communicate responsibly and effectively, to accept the challenges of their creative visions, and to acquire the knowledge and skills necessary to effect thoughtful changes in a global, multicultural society. Mills encourages openness to experimentation in the context of established academic disciplines. Programs are designed to reflect the importance of global issues, provide an understanding of the natural world, and enhance opportunities for women in their developing roles throughout society. The curriculum combines traditional liberal arts with new educational initiatives that recognize the value of cultural, racial, and ethnic diversity. Inspired by a teaching philosophy that grows out of its longstanding dedication to women?s education, Mills provides a dynamic learning environment that encourages intellectual exploration. The faculty of nationally and internationally respected scholars and artists is dedicated to developing the strengths of every student, preparing them for lifelong intellectual, personal, and professional growth.