Office Manager - TRiO Upward Bound Program

Job description

About Mills College:
Located in the foothills of Oakland, California, in the heart of the San Francisco Bay Area, Mills College is a nationally renowned independent liberal arts college for women with graduate programs for women and men. Since 1852, we've been empowering students to become creative, independent thinkers who take and inspire action. For more information, visit

Job Description:
Position Title: Office Program Manager
Reports to: Upward Bound Program Director
Supervises: Work Study Students, Office Assistants, and Volunteers
Month/Year: September 1st to August 31st

Summary of Position:
The Office Manager is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency; and managing our staff of work study students, office assistants, and volunteers. These tasks include preparation, implementation, monitoring, and evaluation. This position also provides administrative, professional, technical, and operational support through independent judgment, analytical skill, and professional or technical expertise.

Essential Job Functions:

  • Manage all office operations including responding to inquiries by telephone, email and greet visitors.
  • Direct and coordinate the work of student assistants, volunteers, work study students, and other staff as assigned.
  • Manage department mail, quality management of payroll and personnel transactions.
  • Maintain accurate program inventory spreadsheets and manage program purchasing.
  • Responsible for program administration of performance standards in preparing the Annual Performance Report.
  • Manage and maintain the Upward Bound Program's Access Database.
  • Manage and maintain confidential and high-security files and records.
  • Maintain office procedures manual and develop and maintain forms manual.
  • Assist with the management of the budget and provide accurate financial reports to the Program Director and the Dean of the School of Education.
  • Exchange information with students, staff, other community representatives, vendors, governmental agencies and the general public regarding the TRIO Upward Bound program, services, eligibility requirements, policies, timelines, required forms and other information
  • Present at various off-site locations to confer with potential Upward Bound students and families, community organizations, and other entities, and to recruit students into the Upward Bound program.
  • Produce program materials and publications, update website and social media sites, format and prepare correspondence, surveys, brochures, flyers, bulletins, reports, and other materials.
  • Interpret language on student forms and printed information.
  • Refer students to career and other counselors, instructional programs and to other college offices as appropriate
  • Set up and maintain confidential and other files, in compliance with federal grant regulations
  • Assist Project Director with planning, development, and evaluation of the Upward Bound program, including ensuring that program objectives are being met and that the program is in compliance with federal grant regulations
  • Ensure that program admissions guidelines are compliant with federal grant regulations for TRIO programs
  • Facilitate parent meetings, conduct Upward Bound applicant interviews, and chaperon field trips.
  • Perform related duties as needed.
Required Knowledge, Skills, and Abilities:
  • Working knowledge & experience with Mills College's financial system - Banner or a similar financial system.
  • Knowledge of TRIO Programs, Federal Regulations, US Department of Education policies and procedures.
  • Skills and knowledge working with various types of office equipment.
  • Strong organizational, writing, interpersonal and communication skills.
  • Experience working effectively with students from diverse academic, socioeconomic, cultural, and ethnic backgrounds.
  • Ability to complete multiple tasks in a timely manner with minimal supervision and independent judgment.
Education and Training:
  • Education and experience equivalent to a bachelor's degree and extensive office management experience.
  • Experience with Microsoft Access, Excel, Word and PowerPoint.
Physical, Mental and Environmental Demands:
Work primarily involves sitting for long hours and long hours on the computer which requires attention to detail and high levels of accuracy. Long hours during overnight travel and on call chaperoning during trips. There are a number of deadlines associated with this position, which may cause some stress. Some light lifting up to 20lbs. Driving is required.

Additional Information:
This is an exempt, full-time position with an annual compensation of $47,476.00. It includes an excellent benefits package including medical/dental/vision/life/LTD insurance/403(b) retirement plan,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. Pet insurance, long-term care insurance and legal-assistance insurance are available as voluntary benefits.

Mills College does not permit discrimination based on pregnancy, childbirth or related medical conditions, race, religious creed, color, national origin or ancestry, physical or mental disability, medical condition, marital status, age, sex, sexual orientation, or gender identity. For more information on Mills' non-discrimination policy, please go to

Application Instructions:
Please submit the following to
  • Resume
  • Cover Letter
  • Contact Information for three references
  • Three reference letters
Review of candidates will begin immediately; applications will be accepted until the position is filled. There are no relocation funds for this position.





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Job No:
Posted: 11/29/2017
Application Due: 11/29/2018
Work Type: