Administrative Assistant: Center for Student Leadership, Equity and Excellence

Location
Oakland
Posted
Nov 30, 2017
Institution Type
Four-Year Institution

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 http://www.mills.edu.

Job Description:
ORGANIZATIONAL RELATIONSHIPS:
Reports to: Director, Student Leadership, Equity and Excellence
Supervises: No professional staff supervision

Summary of Position:
Provides intermediate skilled administrative support for the Center for Student Leadership, Equity and Excellence including preparing and maintaining fiscal, eligibility and other records related to students and employees, strengthening and streamlining fiscal practices for student clubs and organizations, assisting to create and execute successful student programs and events, and preparing and processing related paperwork as apparent or assigned.

This position advances goals set out in the Mills Strategic Plan by supporting sustainable programming and budgetary practices, sustaining strategic partnerships with Mills and extended community, enhancing student proficiency in the workplace, and supporting programs and initiatives that contribute to a vibrant campus life.

Essential Job Functions:
Fiscal management
  • Maintain general accounting records for budgets and expenditures, including tracking budgets, programming, or initiatives as requested.
  • Reconcile Concur pcard and reimbursement reports for staff and student organizations.
  • Review Concur pcard and reimbursement reports for Office of Residential Life (ORL) as needed
  • Survey monthly expenditure reports and submit corrections to finance office.
  • Compose and track journal entries.
  • Clarify finance policy changes, best practices, and technology updates to the center and ASMC Finance Chair as appropriate.
  • Train, motivate, and support ASMC Finance Chair and Board of Treasurers to be in compliance with College financial policies and procedures.
  • Research and investigate financial records to resolve budget issues for students not affiliated with clubs, student club and organization members, other College constituents, and outside vendors.
  • Collect and deposit campus vendor fees.
Process oversight
  • Create and update ASMC finance forms, including web access.
  • Manage P-Card check out and returns for center cards and ASMC and the Campanil
  • Manage payment and related communications to all vendors and campus offices on behalf of individual students, ASMC clubs, and organizations.
  • Prepare student payroll forms as requested for ASMC and the Center as needed.
  • Coordinate on campus vendors, including scheduling, compliance, and documentation.
  • Maintain office supplies for the center.
  • Manage special programs and events relating to DSL as assigned.
Administrative support
  • Assist as needed at programs and events sponsored by the center.
  • Provide admin support for the Division of Student Life Ambassador (DSLA)
  • Support DSLA hiring process, including GPA verification, provide direct support during group interview process, and prepare appropriate summer and academic year payroll documents.
  • Execute logistics for the center's functions, including booking sites on and off campus, arranging catering, travel, conference registration, cash advances, information technology, and conference services, and purchasing food.
  • Support ASMC student election process, including GPA verification.
  • Communicate financial, human resources, and student payroll procedures, timelines, and documentation for the center and related departments, Spiritual and Religious Life (SRL), and ORL as needed.
  • Provide support for Divisional assessment efforts with a particular focus on efforts of the center.
  • Support the center in hiring processes (with HR and applicants - travel, scheduling, setting campus interview appointments).
  • Edit and proofread department-related materials for publication such as promotional materials, brochures, and annual reports.
  • Pick up Cowell mail for Rothwell staff.
  • Attend bi-weekly central staff meeting and intermittent supervision session with Director.
  • Participate in Division meetings and retreats and campus committees.
  • Provide administrative support for international students and related systems like SEVIS.
  • Other duties as assigned by supervisor and the VPDSL/DOS or Division agent.
Requirements:
Required Knowledge, Skills, and Abilities
Knowledge of:
  • Knowledge/operation of copier and various office machinery
  • Knowledge/operation of Microsoft Office, including Microsoft Word and Excel
  • Office administration and bookkeeping procedures
  • Record keeping and bookkeeping procedures
  • Preparation of written materials
  • Customer Service.
Skills/Abilities:
  • Establish and maintain effective and productive working relationships within a diverse and multicultural environment
  • Support and meet deadlines of multiple long- and short-term projects
  • Problem-solving, resourcefulness, and thinking creatively
  • Highly organized and strong attention to detail
  • Excellent oral and written communication
  • General computer skills and ability to operate office equipment
  • Comply with the College's Injury and Illness Prevention Program
Education and Training:
  • BA degree (Preferred) or equivalent education and experience
  • Two years experience in an administrative position
    Physical, Mental and Environmental Demands:
  • Standing for long periods of time (2-3 times per academic year, particularly during new student Orientation, Convocation, and Commencement).
  • Work involves sitting for long hours and using office equipment.
  • Work requires bending to adjust or work with office equipment and assisting with program and event set up.
  • Work occasionally requires physical exertion such as lifting heavy objects over 50 pounds.
  • The incumbent will be located in a busy, open office area. Interruptions and meeting with a variety of people will be required on a regular basis.
  • Must be able to hear and speak in order to communicate effectively.
  • Being delegated numerous deadlines may be stressful.
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.

Additional Information:
This is a non-exempt, full-time position and 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 http://www.mills.edu/administration/administrative_offices/policies/nondiscrimination.php

Application Instructions:
Please submit the following at http://mills.interviewexchange.com/jobofferdetails.jsp?JOBID=92087
  • Resume
  • Cover Letter
  • Contact information for 3 references
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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