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/
ORGANIZATIONAL RELATIONSHIPS Reports to: Office Manager and Special Assistant to the Provost Supports:
Office Manager and Special Assistant to the Provost
Faculty Personnel Manager
Executive Assistant for Faculty Governance, Curriculum and Board of Trustees
Student Success and Recruitment
Teaching, Learning and Faculty Affairs
Summary of Position: Under the direction of the Provosts Office Manager, the Administrative Specialist is a member of the Provosts Office Staff team who plays a critical role in providing high-level, on-the-ground support in the coordination and implementation of daily administrative operations, special projects and weekly/monthly/annual events of the office of the Provost and Dean of the Faculty. 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. Primary functions include direct administrative support to all staff in the Provosts Office, event coordination in support of the Office Manager, endowed funds and operational budget management, and assistance on special projects.
Essential Job Functions Administrative Support
Provides hands-on support to the Office Manager in managing the fast-paced office of the Provost and Dean of the Faculty, requiring expertise in time management;
Provides operational support to all members of the Office, including but not limited to: class and event reservations; submitting and tracking catering orders, event assistance day-of; email and document circulation; and a wide range of general support;
Coordinates and prepares confidential and/or sensitive material such as correspondence, reports and spreadsheets with a high degree of accuracy and thorough attention to detail;
Manages document routing queue for items requiring the provosts signature; monitors and tracks incoming and outgoing correspondence, as appropriate.
Coordinates travel for provost/associate provosts, faculty and external visitors;
Provides administrative assistance to the Office Manager in collection of departmental monthly operational budgets, assists with maintenance of Office operational budget and endowed funds tracking sheet;
Represents the Provosts Office to and serves as initial point of contact for office visitors, interacting with College Officers, faculty, staff, students, and distinguished individuals external to the College, and answers questions, incoming calls, emails, and mail, making independent decisions on routing and resolution of issues that arise;
Promotes an open and inclusive environment in the Provosts Office by welcoming all internal and external visitors and assisting them as needed, including answering questions, directing or referring to the Office Manager or College personnel, and resolving issues when possible;
Provides back-up coverage for Office Manager;
Organizes, manages, and provides administrative and technical support for special projects and other duties as assigned.
Faculty Personnel Support
Manage files, create meetings and provide support for the Appointment Promotion and Tenure Committee;
Manage files, create meetings and provide support for the SEIU Labor Management Committee;
Maintain documentation of adjunct faculty and assist in supporting the management of the SEIU contract;
Prepare communications to faculty regarding tenure and promotion decisions, appointment of endowed chairs and faculty emeriti;
Assist with faculty salary administration, including the support of contract preparation and the necessary documents for finance and human resources to facilitate payment (payroll and one-time), issuance of College ID, an email address, library access, etc;
Enter, maintain and update faculty records, such as:
Data entry using personnel forms;
Digitization of hard copy personnel files, creation of online organizational structure, and maintenance of file accuracy;
Assist in the development and preparation of reports, including sabbatical reports, faculty kudos reports, etc. for the Board and related subcommittees; financial and statistical reports, the completion of annual reporting and surveys (i.e., AAUP, Facts & Trends, CIC surveys, insurance, etc.)., and respond to other requests regarding faculty;
Provide comprehensive administrative assistance to manager of faculty personnel records;
Other duties as assigned.
Additional Duties and Responsibilities:
When necessary, serve as backup for other staff in the office. Format, type and edit a variety of complex material from dictation, rough draft or notes, including budgets, contracts, letters, memoranda, agenda, minutes of meetings, reports, and filing;
Establish and maintain effective and productive working relationships within a diverse and multicultural environment;
Additional duties as assigned.
Required Abilities and Knowledge
Knowledge of higher education a plus
Ability to manage information with a high degree of confidentiality.
Ability to work in a tiered reporting structure.
Ability to process detailed instructions, maintain accuracy, and meet deadlines.
Demonstrated professionalism working in a fast-paced office.
Effective written and verbal communication skills for a range of audiences.
Familiarity with hiring and/or contract development preferred.
Advanced computer skills involving databases, spreadsheets, graphics and/or other applications utilizing software applicable to the function.
High proficiency with Google Apps and advanced knowledge of Microsoft Office.
Cultural competency necessary to work with a multicultural, diverse population.
Motivated, flexible, cooperative?Able to adapt or modify behavior to reach a goal.
Good judgment?Makes quality decisions based on logic and factual information.
Initiative/drive?Takes action to achieve goals. A self-starter.
Resourceful, quick learner?Stays with a plan of action until completed, seeks guidance.
Tolerates stress?Stable performance under pressure.
Education and Training
2-3 years in a professional administrative role
Two years working in a multicultural environment
This position description is not intended to contain a comprehensive list of activities, duties, or responsibilities. Additional duties may be assigned based on business operational needs.
This is a full-time, non-exempt position with an FTE of 1.0. Compensation 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 month qualifying period, 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 17 paid holidays (subject to annual review). 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, cellular provider discounts and computer hardware 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.