Faculty Personnel & Administrative Assistant - Office of the Provost & Dean of the Faculty

Location
Oakland
Posted
Mar 02, 2018
Executive Administration Jobs
Deans, Provosts
Position Type
Tenured & Tenure-Track
Institution Type
Four-Year Institution

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 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 http://www.mills.edu.

Job Description:
Summary of Position:
Under the direction of the Manager of the Provost's Office, the Administrative Assistant performs a range of administrative duties to support the Manager, Associate Provosts, and Provost/Dean of the Faculty. The position also provides technical assistance to the Faculty Personnel Manager; as it is relates to faculty employment, including the administration and support of the union contract.

Under the guidance of the Faculty Personnel Manager:
  • Coordinate materials and support for the Appointment, Promotion, and Tenure Committee (APT);
  • Prepare communications to faculty regarding tenure and promotion decisions;
  • Collect and track metrics for the preparation of annual reporting and surveys, including but not limited to: Mills Profile, AAUP, Facts & Trends, insurance;
  • Coordinate faculty travel grants process and Undergraduate Research Opportunity Program (UROP) Grants;
  • Track, plan, and coordinate travel for Mills faculty and external visitors;
  • Enter, maintain, and update faculty records; including:
    • Data entry using personnel forms;
    • Digitization of hard copy personnel files, creation of online organizational structure, and maintenance of file accuracy;
  • 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;
  • Maintain documentation of adjunct faculty and assist in supporting the management of the SEIU contract;
  • Assist in the development and preparation of faculty-related demographics and respond to other requests regarding faculty;
  • Assist in preparing communications for appointments of endowed chairs and faculty emeriti.
Under the guidance of the Provost's Office manager>:
  • Provide comprehensive administrative and event planning assistance for academic affairs-related College events, include but not limited to;
    • Faculty and Academic Leadership Retreat(s)
    • Student events: Academic Orientation, Fall RegFest, SpringFling; Phi Beta Kappa, Academic Awards
    • Convocation and Commencement
    • Faculty Receptions
    • Events hosted by the Office of the Provost and Dean of the Faculty for external guests
  • Oversee Provost's Office system for processing faculty personnel forms and program expense forms;
  • Other projects as assigned.
Additional Duties and Responsibilities:
  • When necessary, serve as back-up 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
  • Provide technical assistance to other staff in areas of such as record keeping, and budget preparation
  • Other duties as assigned
Requirements:
Required Skills, Abilities and Knowledge
  • Familiarity with hiring and/or contract development in higher education preferred
  • 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
  • Effective written and verbal communication skills for a range of audiences
  • High proficiency with Google Apps
  • Advanced knowledge of Microsoft
  • Experience with student information systems such as Banner (preferable)
  • Experience with travel management systems such as Concur (preferable)
Education and Work Experience
  • Minimum of a Bachelor Degree
  • Three to four years of demonstrated experience working in a collaborative, fast-paced office (higher education preferable)
Additional Information:
This is a non-exempt, part-time (30 hours per week) benefitted position with an FTE of 0.8. Hourly rate is commensurate with experience, and features an excellent benefits package including medical/dental/vision/life/LTD insurance, 10 pro-rated days of accrued vacation for year one, 15 pro-rated days of accrued vacation for years 2-10, and 22 pro-rated days of accrued vacation years 10+ plus, 12 pro-rated sick days and 10 pro-rated 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: 403(b) retirement plan, pet insurance, long-term care insurance and legal-assistance insurance.

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:
To apply, please submit the following at http://mills.interviewexchange.com/jobofferdetails.jsp?JOBID=95021
  • resume
  • cover letter and
  • contact information for three references
Review of applicants will begin immediately; applications will be accepted until the position is filled.

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