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Executive Assistant to the Dean and Divisional Assistant, Lorry I. Lokey School - ESSENTIAL
Location: Oakland, California
Internal Number: 2640715
Executive Assistant to the Dean and Divisional Assistant, Lorry I. Lokey School - 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.
About the Lorry I. Lokey School of Business and Public Policy
At the Lorry I. Lokey School of Business and Public Policy, we prepare students to work successfully toward a more just and sustainable world, whether in the private, nonprofit, or government sectors. Our school is a social innovation hub where we learn how to work together to improve economic, social, and political conditions for current and future generations. Our students value the unique perspectives of their peers and rely on each other, our faculty, and alumnae/i network to acquire valuable skills. This approach allows students not only to reach the next level in their professional journeys but also to fulfill their sense of purpose while elevating their communities. The Lokey School goes beyond helping the students in developing in-depth technical and analytical skills: we support and encourage our students as they develop as empathetic and ethical leaders in purpose-driven, impactful careers, and life trajectories.
The Lokey School is deeply committed to serving our neighbors in Oakland and the San Francisco Bay Area as well as national and international communities. We fulfill our mission by generating and sharing cutting-edge knowledge, developing innovative practices, and by respecting and applying theory, analysis, and critical thinking across disciplines. We build equitable and collaborative communities by bringing students, faculty, and staff with diverse skills, perspectives, lived experiences, and multidimensional identities together to create and participate in transformational learning. The Lokey School works to solve urgent societal problems at their root by applying approaches that acknowledge how structural barriers intersect, resulting in complex impacts, and outcomes for individuals, groups, and communities.
Summary of Position
The Executive Assistant to the Dean/ Divisional Assistant manages, oversees, and ensures the effective and efficient operations of the Lorry I. Lokey School of Business and Public Policy. They work closely with, and with delegated authority on behalf of, the Lokey School Dean and the department and program heads . They manage all administrative processes (budgetary, financial, operational, personnel) in the Lokey School and provide key support to the Lokey School Dean, Department/Program heads, staff, and faculty. They manage crucial projects in the Lokey School, assist the Dean in managing and overseeing staff functions, and communicate and grant approvals on behalf of the Office of the Dean. The incumbent works with a high level of autonomy, responsibility, confidentiality, discretion and initiative, through an equity lens.
Essential Job Functions:
Executive Administration and Management Primary responsibilities are overseeing the systems and processes to ensure efficiency and effectiveness in all functions at the Lorry I. Lokey School of Business and Public Policy.
Assist the Dean in overseeing, managing, and coordinating the work of the Administrative Leadership and Staff teams, and ensure that all core Staff functions are covered and coordinated.
Serve as the primary point of contact for the Office of the Dean and coordinate communications on behalf of the Dean and Program Heads.
Manage the workflow and communications systems within the Office of the Dean for the Dean and Department/Program Heads, assist with reporting.
Implement and maintain electronic and hard copy filing systems and information management processes.
Coordinate regular staff meetings, semi-annual planning sessions, and retreats.
Assist Dean and Department/Program heads in faculty recruitment efforts; create recruitment paperwork, process for approval, and provide support for faculty onboarding process.
Write and proofread correspondence, presentations, reports, memos, etc. on behalf of the Administrative Leadership team and the Lokey School.
Oversee the management of Google calendars and other management tools for the Dean's Office, the Staff team, and the School/building.
Coordinate and manage appointments and calendars, arrange meetings, and prepare agendas for the Dean and Department/Program Heads.
Coordinate travel itineraries for the Dean and Department/Program Heads.
Is responsible for ensuring that confidential information is managed appropriately within the Office of the Dean.
Forecast the needs of the School and work to set systems in place to ensure greater future efficiency in all processes.
Financial and Budget Management The Executive Assistant has primary responsibility for managing budgets within the Lorry I. Lokey School of Business and Public Policy.
Process revenue deposits, invoices, check requests, independent contractor forms, and reimbursement for out of pocket expenses.
Approve and monitor invoices and expenditures submitted by members of staff team.
Submit Concur expense reports for Dean.
Are the first-line approver for Concur expense reports for other staff.
Process donations (monetary and in-kind).
Track invoices/paperwork that go through the Provost's Office.
Support program heads with Prizes/Awards/Scholarships.
Complete periodic budget reports for Provost's Office.
Close out fiscal year.
Balance budgets and address discrepancies through journal entries.
Track budgets for operating funds.
Prepare and submit budget updates as required by the Provost's Office.
Monitor monthly budget reports for grant and gift funds in Banner for accuracy.
Provide periodic budget updates to grant managers, program heads, department heads, staff members, etc. (regularly and/or as requested).
Prepare quarterly meetings with the Program Heads and the Dean to ensure effective management of the budget and other grant or gift funds.
Support the Dean and Program Heads in managing the administrative and financial aspects of grants and gift funds and liaising with the appropriate offices in the College.
Assist with managing communications with donors and in the preparation of grant proposals or reports.
Manage and work with other members of the Staff Team who have budget oversight for their units, coordinates budget reconciliation, and ensures responsible budget management.
Miscellaneous Operations and Project Management The Executive Assistant/Divisional Assistant plays an important role in managing projects and operational processes that are crucial to the Lorry I. Lokey School of Business and Public Policy, including:
Aid with reporting to major stakeholders and accreditation agencies.
Coordinate with program heads to initiate course scheduling, submits course requests to courseleaf, assigns classes to rooms (when in person resumes).
Update faculty on pertinent dates (syllabi due, textbooks due, etc.) and submitting documents on their behalf.
Support program heads with department reviews.
Support program heads with annual reports.
Support program heads with assessment administration.
Attend monthly Professional Academic Staff meetings coordinated by the Provost's Office.
Building and Technology Operations and Support/ Supervise Student Employee(s)
Assist with office space assignment (when campus operations fully resume)
All projects and processes assigned by the Dean and Program Heads.
Delegate key and key-card access to locked areas of the Lokey building, to ensure that the confidentiality of sensitive files and information is maintained
Approve IT access requests, including requests for access to delegated email accounts, email group aliases, M: drive and Google drive folders, Banner forms and refreshing lists.
Update and monitoring staff and faculty email aliases
Process event requests through 25live (when campus operations in person fully resumes)
Manage staff google calendar.
Submit requests for IT access
Support hardware and software acquisition for staff and faculty
Assist faculty with new LMS software and distance learning transition
Coordinate faculty support with the Instructional Technology department.
Tracking department purchases, monitors progress, and submits green recertification documents
Working with Sustainability Coordinator to host cross department events and develop training program for certification process
Personnel Paperwork Coordination The Executive Assistant oversees and manages the administrative processes for hiring, on-boarding, and orienting all new staff and student employees in the Lokey School as well as returning part-time faculty. In addition, they:
Produce Faculty Appointment Requests, staffing sheets, and Personnel Action Forms, working closely with the Dean and Program Heads to properly process all personnel paperwork.
Coordinate and manage the paperwork for the hiring and administration of Teaching, Research, and Graduate Assistants.
Hire and perform onboarding administration for temp employees (ie. alumni Peer Coaches).
Prepare student employment agreements, assist with advertising of student jobs through handshake.
Track & approve student timesheets and monitors various student employment budgets.
Manage hiring process and advertising for student workers positions and assists with hiring process for graduate student employees.
Develop content for and create weekly update newsletters for department
Support Dean in creation and sending out Alumni and Dean's newsletters
Develops social media content and strategy across several platforms; develops posting schedule and coordinates interviews with staff, faculty, and students to post to accounts
Create and advertise events through social media platforms, create eventbrite pages and monitor RSVPs, eventbrite check receipts, etc.
Faculty Support The Divisional Assistant is the point person for providing information to faculty.
Oversee and brief faculty on processes for receiving support.
Ensure that faculty are supported as needed in preparing classroom materials, securing instructional technology, organizing library reserves, maintaining postings to Blackboard, scheduling make-up exams, and uploading syllabi from the faculty to the Provost's Office.
Prepare course schedules, classroom assignments, and staffing sheets with teaching assignments, in collaboration with the Program Heads.
Assist the Dean and Program Heads in organizing search processes for new faculty and staff hires, coordinates interviews and various meetings associated with interview process
Assign office space to adjunct faculty.
Additional Duties and Responsibilities The Executive Assistant/Divisional Assistant assists with additional duties and special projects as requested by the Dean and Program Heads.
Demonstrated personal initiative and ability to work both independently and as a part of a team.
Demonstrated ability to establish and maintain effective and productive working relationships within a diverse and multicultural environment.
Demonstrated ability to create and sustain an organizational climate based on inclusion, social justice and equity.
Ability to cultivate the intellectual life of all constituents of the Lokey School.
Professional demeanor and interpersonal skills required to interact graciously and tactfully with contacts and diverse constituencies at all levels of the organization even under stressful conditions.
Experience in managing confidential information.
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.
Education and Experience
Bachelor's degree required. MBA, MPP, or related Master's degree desirable.
At least three years of administrative and office management experience.
Administrative experience in an academic institution is desirable.
Office administration and management of systems and processes.
Computer literacy and mastery in using standard office software applications, such as Microsoft Office Suite and Google Apps as well as university enterprise systems such as Banner.
Demonstrated strong commitment to customer service.
Excellent written and oral communication skills at the standard expected in an academic environment.
Demonstrated ability to monitor, analyze, and manage budgets.
Demonstrated ability to manage workflow and systems in a dynamic, executive-level, office.
Excellent organizational and project management skills with ability to multitask, manage time, set priorities to meet deadlines, manage workflow, follow through on tasks, and attend to details.
Physical, Mental and Environmental Demands
Work primarily involves sitting for multiple hours and using office equipment.
Work requires the ability to move throughout the building in order to interact with students and faculty.
Ability to work occasional evenings and weekends as required for School events and operations.
There are a number of deadlines associated with this position, which may cause stress.
This position description is not intended to contain a comprehensive list of activities, duties, or responsibilities. Commencement is considered a work day, incumbent will arrange for a day off during the week following the Commencement ceremony. Additional duties may be assigned based on business operational needs.
This is a full-time, exempt position with an FTE of 1.0; salary is commensurate with experience. This position does not currently include benefits and is temporary, with an end date of June 30, 2022.
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 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 firstname.lastname@example.org.
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Review of applicants will begin immediately; applications will be accepted until the position is filled.
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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