Departmental Administrator/Budget Manager (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
Reporting Structure:

Primary Supervisor: Chair of Literatures and Languages Department
Secondary Supervisor: Director of Graduate Programs in English
Dotted Line Report to: Special Assistant to the Provost
Supervises: Student employees

Summary of Position:
Working in conjunction with the Chair of the Literatures and Languages Department, the Director of Graduate Programs in English, and program heads in Chinese, French, Spanish, English, Communication, and Journalism, the department administrator provides administrative and academic support to its faculty and students, is the primary liaison with other Mills departments, and acts as the point of contact for all outside inquiries. This position includes the additional responsibility of managing and reporting on all operating, prize, donor, and grant funds/budgets within the department. Primary duties include daily administrative support for department and program heads to maintain academic operations: staffing, curriculum, enrollments, research, budgets, faculty and student support, liaison with the provost's office, registrar, finance, and other departments on campus.

The incumbent works with a high level of autonomy, responsibility, confidentiality, discretion and initiative, through an equity lens.

Essential Job Functions:

• Assists department head with compilation of Annual Report and Department/Program review process/reports.
• Sets, maintains, and monitors operating budgets for English/Graduate Programs (including but not limited to 580Split, Place for Writers, and Contemporary Writers Series), Chinese, French, Spanish, Communication, and Journalism. Monitors prize, donor, and grant budgets within the department. Completes quarterly budget tracking reports.
• Processes agreements, contracts, and a variety of documents related to personnel and budget operations as assigned. Includes but not limited to: Faculty Appointment Requests, stipend and honoraria requests, expense reimbursement requests, invoices, and vendor contracts.
• Provides faculty support for processing expense reimbursements including travel grant/Concur reporting assistance, procurement card requests/revisions, guest visits/honoraria, conference coordination (guest honoraria, room reservations and event support). As department budget manager, serves as first approver for all department Concur reports.
• Coordinates catalog copy including annual revisions to overview and requirements pages, course scheduling using CourseLeaf; assists with processes related to courses offered through the Program in Rhetoric and Composition.
• Provides information to Mills web liaison to maintain department/program sites including updates to faculty pages.
• Completes faculty FTE models and staffing worksheets for English, Chinese, French, Spanish, Communication, and Journalism, as well as Rhetoric and Composition courses. Conducts research and prepares FTE/enrollment reports to assist with staffing projections.
• Maintains department/program course schedules including updates/revisions, enrollment caps, classroom change requests, instructor changes. Provides students and advisors with printed lists of course offerings/descriptions each semester.
• Maintains advising lists for the department. Assigns advisors to new advisees and/or makes re-assignments for faculty on sabbatical. Updates information in Banner, and notifies students and faculty via email.
• Coordinates specific activities, meetings, and events within the department and programs, and arranges for auxiliary services including room reservations, catering services, and guest honorarium.
• Coordinates the annual senior celebration event, meetings for prospective majors, senior thesis students and department/programs participation in annual provost-sponsored student events .
• Assists department/program head with coordination of department faculty service participation.
• Assists department/program heads with disseminating pertinent information to faculty and students. Assembles meeting agendas, takes and distributes meeting minutes.
• Responds to/maintains correspondence for unsolicited job inquiries about faculty positions in the department.
• Provides general faculty office support: office assignments (including signage), key requests, computer support through IT, telephone/voicemail assistance, AV requests/issues, office supplies/furniture, and Facilities work order requests.
• Maintains department office equipment including printers, copier, and fax machine.
• Order and maintain all office and event supplies for department/programs.
• Coordinates department mail/package pickup and distribution.
• Coordinates department/program Service Awards/Awards Convocation; processes student award checks.
• Processes renewals for department/program memberships.
• Supervises and trains office work-study students, and provides administrative support to faculty research/teaching assistants (excluding department graduate students with teaching assistantships).
• Provides general student assistance including but not limited to: answers inquiries regarding department events, faculty office hours, department/program policies and procedures, class scheduling, course syllabi, and major/thesis requirements.
• Maintains/archives list of senior theses and bound/electronic copies of each.

Additional Duties and Responsibilities:

• Coordinates communications through chair/program heads and the provost's office as well as various groups including other department staff, faculty, and students. Responds to inquiries with discretion, judgment, and knowledge and interpretation of policies both at the department and college level.
• Coordinates faculty searches for the department/programs; handles confidential information with discretion and sound judgment. Duties include but are not limited to: assist provost's office with position advertisement, maintain applicant files/database, handles all applicant correspondence from acknowledgement to regret, coordinate all arrangements for candidate interviews (housing, travel, meals), advertise and coordinate final candidate presentations (room reservations, refreshments, evaluations/feedback)
• Answers current and prospective student inquiries with tact and confidentiality

Requirements:

Preferred Education and Work Experience

• Any combination equivalent to: Bachelor's Degree in business administration, or related field.
• Three years increasingly responsible office administration experience that includes advanced computer skills, and budget management.
• Two to five years' prior administrative experience in higher education preferred.
• 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.

Skills

• Proficiency in Google Suite and Microsoft Office Suite required.
• Strong verbal, written, and interpersonal communication
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Demonstrated ability to handle sensitive issues and maintain confidentiality.
• Must be able to work independently to complete tasks with little direction.
• Interpersonal skills using tact, patience, and courtesy.

Abilities

• Ability to multi-task with demanding timeframes; time-management to meet posted deadlines is essential to this position;
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, courtesy, and tact;
• Political acumen and sensitivities to differing perspectives at all levels of the College and external constituencies.
• Commitment to advance diversity, inclusion, and equity wherever possible in scope-of-work;
• Ability to provide collegial, timely, and accurate administrative support to faculty, staff, students, and external partners;
• Ability to compose correspondence and written materials/reports with little direction
• Familiarity with department/college classroom policies;
• Familiarity with or ability to learn Banner Finance system;
• Familiarity with or ability to learn college systems including but not limited to 25Live, Concur, CourseLeaf, etc.
• Familiarity with or ability to learn campus processes, protocols and procedures;
• Familiarity with or ability to learn federal regulations such as FERPA.

Knowledge

• Knowledge of and commitment to Mills College's mission.
• Political acumen and sensitivities to the differing perspectives at all levels of the College;
• Strong professional ethics and discretion with an attitude of respect for all persons in the Mills community.

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, projector; bend to move files, maintain office equipment or to stock office supplies, 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.
• Interruptions and interactions with others are frequent, especially when classes are in session.
• Office environment with frequent interruptions from faculty and students
• Deadlines are a routine part of the work, whether it is submitting reports, getting materials or equipment ready for a class session, or setting up a room in time for an event.

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, exempt position. Salary is $59,143.50 per year, and includes an excellent benefits package including medical/dental/vision/life/LTD insurance, 403(b) retirement plan, 10 days of vacation, 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.

Mills College requires all current faculty and staff to be fully vaccinated against the COVID-19 virus prior to returning to campus. All new hires are required to be fully vaccinated prior to the first date of work on campus. Fully vaccinated is defined as two weeks following a second shot of a two-dose vaccine or two weeks following a single dose vaccine. For further information regarding the Mills' immunization policy, including medical and religious exemptions, please contact benefits@mills.edu.


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 https://mills.interviewexchange.com/jobofferdetails.jsp?JOBID=136420&CNTRNO=0&TSTMP=0





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