Administrative Assistant - Essential

Job description

Administrative Assistant - Essential

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:

Position: Administrative Assistant
Reports To: Associate Vice President for Advancement

The Administrative Assistant for Alumnae Relations and the Annual Fund provides administrative and program support within the Office of Institutional Advancement. Under the direction of the Associate Vice President, they will be the first point of contact for all alumnae and annual fund donor communications and provide a welcoming presence to visitors of Reinhardt Alumnae House. They are responsible for coordinating and producing print invitations to promote alumnae events, supporting production of annual fund appeals, and tracking event attendance. The Assistant will also manage the Class Secretary program.

Essential Job Functions:

  • Serve as the primary receptionist for Reinhardt Alumnae House, including answering telephones, routing calls, relaying messages, and greeting guests.
  • Manage Alumnae Relations and Annual Fund email accounts and respond to calls and requests that come through the Alumnae Relations, Mills College Annual Fund, and OIA main phone lines.
  • In coordination with alumnae relations, stewardship, and communications staff, assist in scheduling email campaigns promoting events and activities organized by Alumnae Relations, regional clubs, or affinity groups.
  • Produce print invitations and materials such as name tags and sign-in sheets for these events.
  • Manage all aspects of the Class Secretary Program. Recruit and train volunteers; devise and implement schedule of activities, including the production, review and mailing of all Class Secretary communications. Utilize Anthology (formerly iModules) to build and send class secretary emails.
  • In coordination with the Alumnae Engagement Manager, bridge the work of Class Secretaries with Reunion-planning activities.
  • Manage event registrations and fee collection for all Alumnae Relations and stewardship events, including Reunion weekend.
  • Assist with the credit card declines process, communicating with donors when their cards have expired. Also assist in following up on past-due pledge payments.
  • Track alumnae updates and record confidential contact reports for constituents in Banner, OIA's database software. Coordinate condolence letter process and maintenance of alumnae files, delegating administrative tasks to student workers.
  • Coordinate monthly birthday card mailing for older alumnae and support the birthday card process for major gift officers.
  • Manage all aspects of office duties, such as collecting and distributing mail, ordering supplies, acting as liaison for repairs, and organization of public space.
  • Provide general administrative support to the Alumnae Relations and Annual Fund team as needed, including: assisting with travel and alumnae visit arrangements, preparing expense reports, coordinating meeting and event logistics; formatting, proofing and editing documents for mail projects, data entry for Banner, assisting with special projects, and copying and filing.
  • Supervise work-study students, oversee their schedules, and manage workflow.
  • Use a variety of office equipment such as personal computers and related software, printers, calculators, and copy machines.

Additional Duties and Responsibilities:
  • Work selected evenings and weekends to support campus events, including Reunion and Commencement weekends
  • 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.
  • Cross-train to learn other areas and functions in OIA.
  • Perform related duties as needed.


Required Knowledge, Skills, and Abilities:
  • Two years of administrative experience, including experience gained as a volunteer or while a student.
  • Experience with balancing multiple projects effectively under tight deadlines, and ability to anticipate and react with flexibility to changes in deadlines and priorities.
  • Demonstrated excellent written and oral communication skills.
  • Strong organizational skills with attention to detail.
  • Computer and word processing experience required.
  • Willingness to travel locally and to work evenings and weekends.

Education and Training:
  • Bachelor's degree required.

Physical, Mental and Environmental Demands:
  • Work primarily involves sitting for long hours and using office equipment.
  • Work occasionally requires bending to adjust or work with office equipment and calling hardware.
  • Work often involves visiting offices across campus by walking or driving and lifting or carrying heavy boxes and materials.

Additional Information:

This is a full-time, non-exempt position with an FTE of 1.0. Hourly wage is commensurate with experience, and includes an excellent benefits package including medical/dental/vision/life/LTD insurance, 403(b) retirement plan, 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).

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.

To apply, visit

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Job No:
Posted: 2/5/2021
Application Due: 2/5/2033
Work Type: Full Time