Student Administrative Services Coordinator

Job description

Category:: Administrative
Department:: M Center
Locations:: Oakland, CA
Posted:: Mar 19, 2019
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: Student Administrative Services Manager & M Center Office Manager
Interacts With: Accounting, Student Accounts and the Financial Aid staff, and all levels of management

Essential Job Functions

  • Provide top quality customer service to students through knowledgeable and friendly counseling.
  • Respond to general inquiries via phone, email, and in-person walk-ins regarding academic records, financial aid and student accounts, using judgment, knowledge, and interpretation of College policy and procedures in the M Center.
  • Share M Center team responsibility for answering general questions, processing routine transactions, and advising students regarding:
  • course registration, grades, academic regulations, major declarations, class schedules and room assignments, course credit evaluation, transcript requests, cross-registration with other institutions and study abroad, assist in commencement activities.
  • Financial aid application, general financial aid eligibility and requirements.
  • Student account balances and details, late fees, payment options and statuses, and refunds.
  • Check M Center email boxes three times daily and respond or assign to department specialist.
  • Check M Center voicemail box three times daily and respond or assign to department specialist.
  • Open mail and manage the distribution of documents.
  • Assist Student Accounts with:
    • Processing account fees and waivers as assigned.
    • Posting manual program fees and medical waivers on student accounts.
    • Placing late fees and/or holds when appropriate.
    • Removing AR holds when appropriate.
    • Review and respond when possible to student accounts email, postal mail and voicemail.
    • Updating student accounts web pages, forms and informational material as directed.
    • Manually clearing accounts when a balance is paid in full.
  • Resolve issues and problems or refer to appropriate personnel to ensure the highest level of customer service.
  • Assist and process a student request for information regarding financial aid.
  • Set up student appointments.
  • Assist with entry of student data into student information system, including graduation dates, declaration of major, advisor assignments, and form receipts.
  • Assist with large mailings to students.
  • Follow-up calls to students regarding their financial aid.
  • Track and implement necessary M Center website updates.
  • Provide administrative support to the M Center.
  • Assist with special projects.

Additional Duties and Responsibilities:

  • Operate a variety of office equipment including a computer, utilizing a wide range of related software. Enter and analyze data. Implement new software applications.
  • Work collaboratively as part of a team.
  • Establish and maintain effective and productive working relationships within a diverse and multicultural environment.
  • Establish and maintain an effective customer service orientation towards all persons contacted during the course of job performance.
  • Maintain safe work conditions and comply with established safety policies, practices, procedures and requirements.
  • Perform related duties as assigned.


Minimum Requirements
Required Knowledge, Skills, and Abilities:

  • Federal and state financial aid regulations and processes.
  • Operation of a computer and applications of software.
  • Basic knowledge of regulations governing employment policies and procedures.
  • Oral and written communication skills; preference for bilingual.
  • Interpersonal skills using tact, patience, and courtesy.
  • Recordkeeping techniques.
  • Advanced computer skills involving databases, spreadsheets, word processing, graphics, and/or other applications utilizing software applicable to the function.
  • Provide information to students and parents regarding aid availability and alternative sources of funding.
  • Accurately enter data and manage the electronic exchange of data. Operate a computer and other office equipment.
  • Communicate effectively both orally and in writing.
  • Establish and maintain cooperative and effective working relationships with others. Analyze situations accurately and adopt an effective course of action.
  • Perform computations quickly and accurately.
  • Work independently with minimal direction.
  • Meet schedules and timelines.
  • Work collaboratively as part of a team.
  • Establish and maintain effective and productive working relationships within a diverse and multicultural environment.
  • Establish and maintain an effective customer service orientation towards all persons contacted during the course of job performance.

Education & Experience:

  • Bachelor's degree and/or equivalent work experience.

This position description is not intended to contain a comprehensive list of activities, duties, or responsibilities. Additional duties may be assigned based on operational needs.

Additional Information:

This is a non-exempt, full-time position with an FTE of 1.0. Wage is $22.56 per hour and includes an excellent benefits package including medical/dental/vision/life/LTD insurance, 403(b) retirement plan with college match 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 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:

All positions are subject to a background check. Prior to the first date of employment, an applicant's background check must be cleared.

Application Instructions:

Click the "Apply Now" button below and follow instructions to submit the following documents:

  • Employee Application
  • Resume
  • Cover Letter and
  • Contact Information for 3 References

Please note that you can only upload 6 "Other" documents. You can consolidate multiple pages/documents into one file upload. The file size limit for each upload is 10Mb.

Review of applicants will begin immediately; applications will be accepted until the position is filled. There are no relocation funds available for this position.




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Job No:
Posted: 3/20/2019
Application Due: 6/18/2019
Work Type: