Faculty Administrative Assistant / Professional Academic Staff
August 2, 2018
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 https://www.mills.edu/
ORGANIZATIONAL RELATIONSHIPS: Reports to: Department Head Supervises: Student workers/Graduate Assistants as assigned
Summary of Position: Under the direction of the Dance Department Head, the Faculty Administrative Assistant is responsible for performing a broad and extensive range of administrative and clerical services in support of the department's present and future curricular activity and pursuant to Mills College goals and mission.
Essential Job Functions (Duties include, but are not limited to):
Provide administrative and infrastructural support to Department Head and other faculty
Function as office coordinator; screen and direct phone calls, plan or facilitate student visits and open classes, greet visitors, and act as liaison between public, Department, and College
Maintenance of office files, opening and distributing mail, taking minutes at meetings, and coordinating maintenance of office equipment and supply inventory
Monitor annual operating budgets, autonomous project budgets and special and/or restricted funds; reconcile accounting discrepancies utilizing Banner and Concur systems
Supervise Repertory Dance Company Director's implementation of Repertory Dance Co. budget and American College Dance Festival plans
Generate monthly credit card expense reporting via Concur
Process honoraria requests and expense fulfillments
Create, maintain, and update department event calendar and daily class calendar each semester
Act as clearinghouse and communications hub for all class changes
Compile, edit and submit staffing and course scheduling assignments to Provost's office and/or M Center
Oversee a predetermined number of Graduate Assistants and mentor and direct students' GA projects
Coordinate Dance recruitment, admissions, and yield activities with relevant departments
Write basic correspondence, and assist in preparation of reports, bulletins, class examinations, Oral examinations, grant proposals and other written materials as needed
Coordinate advertising strategies and support Dept. Head in defining and implementing targeted outreach plans
Maintain dance web-pages in coordination with web-publishing team
Plan and facilitate annual auditions for perspective students and subsequent priority registration events
Respond to undergraduate and graduate level prospective student inquires
Provide link with Dance Alumni association and liaise with annual Ebb + Flow concert
Manage special event planning and execution
Provide administrative, PR, and house box office management support for student and/or faculty concerts, which may include designing publicity materials and maintaining media contacts
Oversee building function and submit work orders for facility maintenance, safety and upgrades for Richards Lodge and Haas Pavilion (Dance areas)
Attend all relevant FAA meetings and trainings
Launch and help organize maintenance of social media
Perform other duties as required
Additional Duties and Responsibilities:
Participate in department meetings for project planning and direction setting.
Maintain safe work conditions and comply with established safety policies, practices, procedures, and requirements. Assume role of Building Safety Coordinator for Richards Lodge
Perform related duties as needed.
Required Knowledge, Skills, and Abilities Knowledge of:
General office administration and budget record keeping procedures
Microsoft Office applications
Arts Education and/or Arts Administration
Interpersonal skills embodying tact, patience, and courtesy
Effective verbal and written communication
Extensive communications and follow-through via email correspondence
Ability to maintain a high level of accuracy and confidentiality concerning student files and information
Understand and carry out oral and written directions; work under pressure and deadlines
Exceptional time management skills and the ability to handle multiple projects requiring independent and/or collaborative execution
Communicate effectively with special guests/prominent artists
Ability to learn new systems and applications within dynamic college infrastructures
Education and Training:
B.A. degree. Knowledge of dance and the sister arts; proficiency in desktop publishing, record keeping, Excel, social media like Twitter and Instagram.
Physical, Mental, and Environmental Demands:
Work primarily involves sitting or standing for long hours and using office equipment. The incumbent will often spend long hours on the computer entering or culling data which requires attention to detail and high levels of accuracy.
Work may require bending to adjust or work with office equipment.
Work occasionally requires physical exertion such as lifting objects over 25 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.
This is a non-exempt, part-time position (31.875 hours per week) with an FTE of 0.85. Salary is commensurate with experience and includes an excellent benefits package including medical/dental/vision/life/LTD insurance, 403(b) retirement plan with college-matching after 6 month qualifying period, 10 pro-rated days of vacation for year one, 15 pro-rated days of vacation for years 2-10, and 22 pro-rated days of vacation years 10+ plus, 12 pro-rated sick days and 10 pro-rated paid holidays annually. Staff members also receive free admission to campus events, use of the pool, fitness center, and tennis courts. Tuition remission is also available after an introductory period. Voluntary benefits include: pet insurance, long-term care insurance and legal-assistance insurance.
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.