Faculty Administrative Assistant - Essential

Job description

Faculty 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 www.mills.edu.

Job Description:

Organizational Relationships
Reports To: Art and Visual Culture Department Chair
Dotted line to: Manager of Academic Operations
Supervises: N/A

Summary of Position
Under the direction of the Department Chair and Program Heads, the Faculty Administrative Assistant (FAA) is responsible for performing a broad range of financial, technical, administrative, customer service, event planning, and clerical duties. This position advances goals set out in the Mills Strategic Plan by enhancing the effectiveness of the academic departmental services provided to the campus and ensuring that department operations are maintained in an effective, up to date, and accurate manner. The ideal candidate possesses the ability to problem-solve tasks such as creation and revision of operating procedures; periodic review of record keeping systems and forms; preparation of reports, and data analysis with a solution-oriented approach.

The FAA is part of the Professional Academic Staff group and as such, has a dotted line report to the Manager of Academic Operations. The incumbent works with a high level of autonomy, responsibility, confidentiality, discretion and initiative, through an equity lens.

Essential Job Functions
The Faculty Administrative Assistant for the Department of Art and Visual Culture performs a broad range of administrative and technical assistance functions.

General Administrative Duties

  • Coordinate the administrative work of the department. Manage the flow of information among full-time and part-time faculty members, graduate and undergraduate students, and prospective students. Coordinate staffing and faculty appointments, course schedules, and graduate review schedules.
  • Coordinate facilities use, including classroom, office, and studio assignments, studio check outs and maintenance, and facilities reservations for special events. Submit key requests for new students and faculty, and keep records of key holders up to date. Submit work orders for facilities maintenance as needed.
  • Maintain department calendar; including but not limited to semesterly and annual events and deadlines regarding academic affairs, the MFA program, and student awards.
  • Create and monitor the departmental budget. Generate appropriate journal entries, expense reimbursements, check requests, approve invoices, and maintain expense records. Produce a quarterly operations budget report for the Provost's Office.
  • Maintain department accounts with vendors.
  • Organize and oversee the materials financial budgets for Studio Art courses.
  • Maintain office supply inventories by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies.
  • Update and improve the Studio Art MFA Graduate Handbook on an annual basis.
  • Type correspondence, maintain office files, open and distribute mail, take minutes at meetings, and coordinate maintenance of office equipment.
  • Provide general office support: screen and direct calls, take messages, respond to general inquiries from students and faculty. Order supplies as needed. Create and maintain department files and records. Pick up and distribute mail. Make arrangements for meetings and department visitors. Compose external and internal correspondence. Update catalog and website content. Manage all files and historical data. Assist in preparing agendas for department meetings, take notes, and prepare the minutes of the meetings.
  • Perform other duties, as needed.

Program Head Support Responsibilities
  • Assist department Program Heads with departmental reviews, preparation of staffing sheets, event coordination and publicity, including flyer preparation and posting.
  • Assist with faculty searches when necessary. Coordinate hospitality, housing arrangements, and travel when necessary. Organize search files, keeping a database of applications for open faculty positions; correspond with applicants regarding the status of their applications for positions.
  • Ensure OSHA, Mills College, and departmental best practices and safety procedures are followed regarding chemical storage, handling, and disposal. Ensure department practices align with Oakland Fire Codes and other applicable laws. Maintain safe work conditions and comply with established safety policies, practices, procedures, and requirements.
  • Assist in supervising Studio Art Teaching Assistants including coordinating TA orientation and on-boarding process, updating their contracts, and approving time sheets as needed.
  • Hire, supervise, and train student workers, as needed.
  • Perform other duties, as needed.

Recruitment, Event and Social Media Responsibilities
  • Assist with recruitment of undergraduate and graduate students, give department tours, coordinate with Admissions Office during recruitment events.
  • Under direction of a program head, maintain social media accounts for accuracy and current events.
  • Oversee the planning of the Mills Art Lecture Series, including poster printing, AV coordination and promotion. Coordinate with visiting artists regarding payment, studio visits, travel and lodging.
  • Organize department and student social events as required. Event budgeting, planning, set-up and execution.
  • Special event budgeting, planning, set-up and execution.
  • Perform other duties, as needed.


Preferred Education and Work Experience
  • Bachelors' degree or equivalent education and experience required.
  • Two years increasingly responsible administrative experience, preferably in an academic art-related environment.
  • Political acumen and sensitivities to differing perspectives at all levels of the College and external constituencies.
  • Demonstrated commitment to advance diversity, inclusion, and equity in past or current work environments.

  • Excellent computer skills including knowledge of Microsoft Suite and Google Drive.
  • Basic photoshop knowledge (Photoshop/Illustrator).
  • Experience working with budgets. Knowledge of general accounting.
  • Oral, written, and organizational skills: communicate effectively in writing and orally; strong writing and proofreading skills;
  • Interpersonal skills using tact, patience, and courtesy.

  • Ability to multi-task and manage time and priorities to meet deadlines.
  • Ability to work independently and as a part of a team.
  • Ability to gather data and research. Resourcefulness in solving problems.
  • Ability to maintain a high level of accuracy and confidentiality concerning employee files.
  • Ability to work cooperatively with others and maintain effective customer service towards all persons contacted during the course of job performance.
  • Time management skills and the ability to handle multiple projects requiring independent execution.
  • Understand and carry out oral and written directions; work under pressure and deadlines.
  • Ability to establish and maintain effective and productive working relationships within a diverse and multicultural environment.
  • Establish and maintain effective and productive working relationships with students, faculty and staff within a diverse and multicultural environment.
  • Demonstrated ability to take initiative and responsibility balanced with a collaborative learner stance with colleagues.
  • Commitment to Mills College's mission and demonstrated ability to create and sustain an organizational climate based on inclusion, social justice and equity.

Additional Information:

This is a full-time, non-exempt position with an FTE of 1.0. Hourly rate is $24.00 per hour, 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 https://www.mills.edu/policies/ada-policies/nondiscrimination-statement.php.

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
  • Salary Requirements

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 https://mills.interviewexchange.com/jobofferdetails.jsp?JOBID=128277&CNTRNO=0&TSTMP=0

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Job No:
Posted: 2/12/2021
Application Due: 2/12/2033
Work Type: Full Time