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Administrative Assistant, Division of Student Life (DSL)

Employer
Mills College
Location
Oakland, CA

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Job Details

Category:: Administrative
Locations:: Oakland, CA
Posted:: Jan 21, 2022
Closes:: Open Until Filled
Type:: Full-time Non-Exempt
Position ID:: 141898

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:


Summary of Position:


Provides confidential administrative support for the Division of Student Life including, but not limited to, staff onboarding and transitions, professional development support, streamlining fiscal practices for hiring and budgeting, and preparing and processing related paperwork as apparent or assigned. This position also provides supplemental coverage for the Operations Assistant at the front desk.


This position advances goals set out in the Mills Strategic Plan by supporting sustainable administrative and budgetary practices, sustaining strategic partnerships with Mills and extended community, and supporting programs and initiatives that contribute to a vibrant campus life.


Essential Job Functions:
Administrative support


  • Support Divisional hiring processes, onboarding, and staff transitions
  • Perform a variety of confidential administrative support duties in support of the Division and communicates financial, human resources, and student payroll information with discretion to related departments as needed
  • Provide supplemental front desk coverage for the Operations Assistant, which includes scheduling counseling appoints using Titanium scheduling software
  • Maintain office supplies for the Cowell building
  • Assist on the college Robe and Stole bank
  • Assist as needed at programs and events sponsored by the Dean of Students/VPSL
  • Provide admin support for the Executive Assistant to the DOS/VPSL
  • Manage special programs and events relating to DSL as assigned
  • Edit and proofread department-related materials for publication such as promotional materials, brochures, and annual reports
  • Attend central staff meetings and supervision with supervisor
  • Provide support for Divisional assessment efforts
  • Participate in Division meetings and retreats and campus committees
  • Other duties as assigned by supervisor and DOS/VPSL

Fiscal management


  • Maintain general accounting records for budgets and expenditures, including tracking budgets, programming, or initiatives as requested
  • Prepare student payroll forms as requested the Dean of Students/VP of Student Life Reconcile Concur pcard and reimbursement and support staff in 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 Division of Student Life staff
  • Manage P-Card applications for new and continuing staff
  • Manage payment and related communications to all vendors and campus offices



Requirements:


Required Knowledge, Skills, and Abilities


  • Maintain confidentiality of sensitive information
  • Knowledge/operation of copier and various office machinery
  • Knowledge/operation of Microsoft Office, including Microsoft Word and Excel
  • Office administration and bookkeeping procedures
  • Telephone techniques and etiquette
  • Preparation of written materials
  • Exceptional customer service

Skills/Abilities:


  • 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 learn new computer software such as Titanium, BANNER, etc.
  • Comply with the College's Injury and Illness Prevention Program

Education and Training:
Required:


  • Two years experience in an administrative position

Preferred:


  • Associates degree or equivalent education and experience

Physical, Mental and Environmental Demands:


  • 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.
  • There are a number of deadlines associated with this position, which may cause significant stress.

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. Salary is commensurate with experience, and includes an excellent benefits package including medical/dental/vision/life/LTD insurance, 403(b) retirement plan with match, as well as paid vacation, sick time off, and holidays.


Applicants of diverse backgrounds including: people of color, Black and Latinx candidates in particular, first generation college graduates, and applicants who identify as part of the LGBTQIA+ community including transgender and gender nonconforming candidates strongly encouraged to apply.


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 current faculty and staff to be fully vaccinated against COVID-19. 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 [email protected].



Application Instructions:


Click the "Apply Now" button below and follow instructions to submit the following documents:


  • Employee Application
  • Resume
  • Cover Letter

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.


Organization

Working at Mills College

Mills is an independent liberal arts college for women with graduate programs for women and men. The College educates students to think critically and communicate responsibly and effectively, to accept the challenges of their creative visions, and to acquire the knowledge and skills necessary to effect thoughtful changes in a global, multicultural society.

Mills encourages openness to experimentation in the context of established academic disciplines. Programs are designed to reflect the importance of global issues, provide an understanding of the natural world, and enhance opportunities for women in their developing roles throughout society. The curriculum combines traditional liberal arts with new educational initiatives that recognize the value of cultural, racial, and ethnic diversity.

Inspired by a teaching philosophy that grows out of its longstanding dedication to women’s education, Mills provides a dynamic learning environment that encourages intellectual exploration. The faculty of nationally and internationally respected scholars and artists is dedicated to developing the strengths of every student, preparing them for lifelong intellectual, personal, and professional growth.

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