Administrative Assistant_Center for Student Leadership, Equity and Excellence

Job description

Category:: Administrative
Locations:: Oakland, CA
Posted:: Sep 20, 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:

Summary of Position:
Provides skilled administrative support for the Center for Student Leadership, Equity and Excellence including preparing and maintaining fiscal 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
Includes (but not limited to):

  • Maintain general accounting records for budgets and expenditures, including tracking budgets, programming, or initiatives as requested.
  • Reconcile Concur pcard and reimbursement reports for student organizations and support staff reconciliation reports
  • 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.
  • 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.
  • Maintain office supplies for the center.
  • Manage special programs and events relating to DSL as assigned.

Administrative Support
Includes (but not limited to):

  • 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 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 central staff meetings and supervision with supervisor.
  • Participate in Division meetings and retreats and campus committees.
  • Serve as the DSL lead on the college Robe and Stole bank
  • Maintain office supplies for the center.
  • Manage special programs and events relating to DSL as assigned.
  • Other duties as assigned by supervisor and the VPDSL/DOS or Division agent.


Required Knowledge:

  • 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
  • Exceptional customer Service


  • 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
  • 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.
  • Being delegated numerous deadlines maybe 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 full-time, non-exempt position with an FTE of 1.0. Hourly wage is $22.00 per hour, 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

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.




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Job No:
Posted: 9/21/2019
Application Due: 11/20/2019
Work Type: