Administrative Assistant, Mills Performing Arts, Division of Academic Affairs


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:
Under the direction of the Executive Director, the Administrative Assistant for Mills Performing Arts will be responsible for: assisting in maintaining performingarts.mills.edu, including compiling content, generating copy and graphic design, and building webpage assets; assisting in responding to community rental inquiries; assisting in developing, implementing and maintaining Mills Performing Arts social media accounts and overall marketing strategy; assisting in 25Live space reservation requests for all facilities that are scheduled by performing arts events (Building Owner Group); assisting in general departmental scheduling.

This position is included in the Mills Professional Academic Staff (PAS) group that is overseen by the Special Assistant to the Provost, who offers monthly meetings and professional development. The incumbent works with a high level of autonomy, responsibility, confidentiality, discretion and initiative, through an equity lens.

Essential Job Functions:

• Assist in maintaining performingarts.mills.edu, including: compiling information (from Mills College academic & special programs and from community rental clients); generating promotional copy and visual assets; building webpage assets.
• Engage Initiate MPA production systems: 25Live calendar requests for external rentals, Production Advance Sheets for internal and external events, Google Calendar update.
• Assist in writing promotional content for Mills Performing Arts (MPA) marketing materials;
• Maintain MPA social media accounts, including supervising student workers ;
• Respond to emails received from external clients in order to: establish availability, answer questions and provide venue information, add calendar holds, and other tasks as necessary;
• Support Performing Arts 25Live Building Owner Group: assigning and confirming requests;
• Assisting Executive Director in scheduling departmental meetings and other general administrative support;
• Perform other duties as assigned.

Requirements:

Preferred Education and Experience

Education and Experience:

• Bachelor's degree, in a related field, or the equivalent in experience and education with at least three years of directly related job experience;
• OMNI CMS & Wordpress;
• Adobe Photoshop / Illustrator;
• 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.

Preferred Knowledge, Skills and Abilities

Knowledge of:

• Google suite applications ? Drive, Sheets, Documents, Calendar, Forms
• Zoom
• Microsoft Office ? Word, Excel
• Social Media platform (Instagram, Twitter, Facebook, etc.) strategy, implementation/posting, and maintenance.
• 25Live, space reservation system;
• Preparation of written reports and correspondence;
• Documentation and inventory creation/maintenance;
• Advanced verbal and written communication skills;
• Current technological developments/trends in area of expertise;
• Strong interpersonal skills and ability to deal effectively in a team environment;
• Safety policies, practices, procedures and requirements of the department, College, and Illness & Injury Prevention Plan.

Skills:

• Develop, plan, and implement short- and long-range goals;
• Organize resources and establish priorities;
• Advanced verbal and written communication skills;
• Time management skills and the ability to handle multiple projects requiring independent execution;
• Natural ability to be courteous, responsive, efficient, professional and student-centered in interactions with campus and external constituents.
• Strong professional ethics and discretion with an attitude of respect for all persons in the Mills community.

Abilities:

• Understand and carry out oral and written directions; work under pressure and deadlines:
• Establish and maintain an effective customer service and educational orientation towards all persons contacted during the course of job performance;
• 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.
• Take appropriate steps to promote and enforce safe work practices within each area of responsibility.
• Other assigned duties as needed.

Physical, Mental and Environmental Demands
Work Environment:

• Variable hours;
• Off-site work is acceptable, with adequate attendance to general staff meetings;
• There are a number of deadlines associated with this position, which may cause significant stress.

Physical Demands:

• Hearing and speaking to exchange information;
• Dexterity of hands and fingers to operate a computer keyboard and other tools;
• Seeing to read;
• Sitting for long hours and using office equipment.

Hazards:

• Repetitive, computer based activity.

Additional Information:

This is a part-time, non-exempt position with an FTE of 0.80; the hourly rate is commensurate with experience. This position does not currently include benefits and is temporary, with an end date of June 30, 2022. Current driver's license, evidence of insurability, and ability to drive legally in California.

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 and boosted against the COVID-19 virus. 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 or visit the Mills College COVID-19 Health & Safety Guidelines webpage.

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.


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=144140&CNTRNO=5&TSTMP=0 jeid-49f35e29ff4d50479373d7ab9305560c