Administrative Specialist (Office of the Provost & Dean of the Faculty)

Job description

Category:: Administrative
Department:: Office of the Provost and Dean of the Faculty
Locations:: Oakland, CA
Posted:: Nov 9, 2018
Closes:: Open Until Filled
Type:: Full-time Non-Exempt

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

Job Description:

Reports to:
Office Manager and Special Assistant to the Provost

  • Office Manager and Special Assistant to the Provost
  • Faculty Personnel Manager
  • Executive Assistant for Faculty Governance, Curriculum and Board of Trustees
  • Associate Provosts:
    • Curricular Development
    • Student Success and Recruitment
    • Teaching, Learning and Faculty Affairs

Summary of Position:
Under the direction of the Provost's Office Manager, the Administrative Specialist is a member of the Provost's 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 Provost's 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 provost's 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 Provost's 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 Provost's 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.

Soft Skills

  • 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.
  • Reliable/punctual.
  • Tolerates stress - Stable performance under pressure.

Education and Training

  • College degree
  • 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.

Additional Information:

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 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

Please note that all positions are subject to a background check.

Application Instructions:

To apply, please submit:

  • Resume
  • Cover Letter
  • Contact Information for 3 References
  • Salary Requirements and
  • Writing Samples

Review of applicants will begin immediately; applications will be accepted until the position is filled.




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Job No:
Posted: 12/26/2018
Application Due: 1/23/2019
Work Type: