Administrative Specialist

Job description

Category:: Administrative
Locations:: Oakland, CA
Posted:: Sep 12, 2019
Closes:: Open Until Filled
Type:: Part-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:
Under the direction of the Director of Administration and Executive Assistant to the Dean, SOE, the Administrative Specialist is a member of the SOE Administrative 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 SOE. 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 the staff and faculty in the SOE, event coordination in support of the Director of Administration and Executive Assistant to the Dean.

Essential Job Functions

Administrative support:

  • Provides hands-on support to the Director of Administration and Executive Assistant to the Dean in managing the fast-paced office of the School of Education, requiring ability in time and project management
  • Provides operational support to all members of the SOE, including but not limited to: class scheduling 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
  • Supports the Director of Administration and Executive Assistant to the Dean to manage document routing queue for items requiring the Dean's signature; monitors and tracks incoming and outgoing correspondence, as appropriate
  • Supports the Director of Administration and Executive Assistant to the Dean to coordinate travel for the dean, faculty, and external visitors
  • Provides administrative assistance to the Director of Administration and Executive Assistant to the Dean in the collection of departmental monthly operational budgets, assists with maintenance of the SOE operational budget and endowed funds tracking sheet
  • Represents the SOE and serves as the initial point of contact for office visitors, interacting with SOE Officers, faculty, staff, students, and distinguished individuals external to the SOE, 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 SOE by welcoming all internal and external visitors and assisting them as needed, including answering questions, directing or referring to the Director of Administration and Executive Assistant to the Dean and SOE faculty and staff to resolve issues when possible
  • Provides back-up coverage for the Director of Administration and Executive Assistant to the Dean
  • Organizes, manages, and provides administrative and technical support for special projects and other duties as assigned

Faculty and Academic Program Support

  • Manage files, create meetings, and provide support for academic program directors, chairs, and the Dean
  • Supports SOE faculty and staff in the maintenance of filing and organizational systems
  • Supports the Director of Administration and Executive Assistant to the Dean in the maintenance of documentation of adjunct faculty and graduate student hiring
  • Supports the Director of Administration and Executive Assistant to the Dean in the documentation of staffing and scheduling, including preparation of Faculty Appointment Requests, Staffing Sheets, and entering the course schedule in CLSS
  • Enter, maintain, and update SOE records, such as data entry using personnel forms and digitization of hard copy personnel files, creation of online organizational structure, and maintenance of file accuracy
  • Assist in the development and preparation of reports, SOE faculty, and staff notifications and special announcements and other communications and respond to other correspondence on behalf of the SOE
  • Provide support to the Outreach, Partnerships, and Student Communication Specialist regarding scheduling and posting of online messages
  • Provide preparation and day-of support for events for all SOE academic programs such as student and faculty retreats, admissions events, orientation, and commencement events, Master's proposal hearings, dissertation defenses, and other SOE programming
  • Other duties as assigned

Additional duties and responsibilities:

  • When necessary, serve as a 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 provide a sense of equanimity for a fast-paced context with individuals expressing multiple needs and demands of both the academic and operational resources of the SOE
  • Ability to process detailed instructions, maintain accuracy, and meet deadlines
  • Demonstrated professionalism working in a fast-paced office
  • Proficient in Microsoft Office applications, Google Suite, PowerPoint, Word, Excel, Zoom meetings, and meeting schedulers with the ability to leverage new technologies to support the work of the SOE
  • 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

Soft Skills:

  • Capable of taking a collaborative learner stance with colleagues to respond to challenges in the shared work of all constituents in SOE
  • 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
  • At least two years working in an ethnically and culturally rich context

Physical, Mental and Environmental Demands:

  • It is occasionally necessary to lift or move somewhat heavy or awkward pieces of office and classroom equipment such as easels, large tables, projectors, etc.
  • Work involves considerable sitting time at desk/computer, but also entails moving about the building and campus to obtain/deliver materials and meet with people
  • Much of the work is conducted in a busy area; interruptions and interactions with others are common, especially when school is in session

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 part-time, non-exempt position with an FTE of 0.80. Hourly rate 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

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: 9/26/2019
Application Due: 1/8/2020
Work Type: