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/
Summary of Position:
The Lorry I. Lokey School of Business and Public Policy is currently searching for a tech-savvy and highly organized Administrative Assistant to join our staff team! As a member of our team, you will be the first line of information and support for our diverse community of faculty, staff, and students in the Business Administration, Economics, and Public Policy programs, as well as the faculty and students in other departments who use our building.
Excellent customer service and communication skills, the ability to prioritize requests and tasks, a willingness to learn on your feet, and a laser-sharp attention to detail are essential to success in this position. The Administrative Assistant will participate enthusiastically on our staff team to ensure that we provide the best academic experience possible for our students!
Essential Job Functions:
The Administrative Assistant has three primary areas of responsibility: 1) Front Desk Reception and Building Operations; 2) Faculty, Staff, and Student Support; and 3) Event Management and Support. In performing these responsibilities, detailed below, the Administrative Assistant will work closely with their supervisor and the rest of the Lokey School staff team. The amount of time spent on each of these areas of responsibility will vary throughout the semester.
Front Desk Reception and Building Operations
Respond to questions (in-person, email, and phone) about our building and programs and direct inquiries to the correct source of information.
Greet all guests, students, faculty, and staff who use our building with a positive, professional, and customer service oriented attitude.
Manage and respond to all requests in a timely manner. Requests are received by email, phone, and in-person, and may include copy, scan, and print jobs, parking reservations, mail and package pickups, room reservations, etc.
Multi-task and prioritize requests efficiently.
Manage the parking spot reservation and ticket warning system for our parking lot.
Maintain a clean and orderly environment so as to reflect the professional standards of a graduate school. Keep shared areas of the building clean and organized, liaise with Facilities when necessary, and otherwise ensure that our image aligns with our professional standards.
Maintain office supply inventory and prepare office supply orders through Office Depot.
When applicable, work with the Executive Assistant to coordinate the work of part-time student workers assigned to the Front Desk, observing workflow and work quality and reporting to the Executive Assistant.
Liaise with other departments on campus to ensure efficient operations and facilities management, and in order to maintain good relationships with other offices at Mills College.
Serve as Building Safety Coordinator, maintaining ongoing communication with Public Safety and participating in earthquake drills, fire drills, etc. Maintain safe work conditions and comply with established safety policies, practices, procedures, and requirements.
Serve as a contributing member of the Lokey School Green Team, prioritizing sustainability in administrative decisions (i.e., supply ordering, etc) and helping to ensure environmentally friendly practices in the building.
Manage multiple Gmail inboxes and calendars.
Manage check-out system for laptops (faculty only), presentation clickers, calculators, computer adapters, and other related Lokey School-owned computer equipment.
Other related duties as assigned.
Faculty, Staff, and Student Support
Serve as frontline person to respond to questions and requests for support from faculty, students, and staff.
Take initiative to solve problems and find the answers to challenging questions.
Provide support to faculty in all Lokey School departments in preparing and copying classroom materials, organizing library reserves and book orders, maintaining postings to Blackboard, etc.
Assist faculty with course and classroom needs as requested (classroom setup; scanning, copying, and printing materials; setting up audio/visual equipment; providing assistance to class visitors, etc.).
Procure Instructor/Exam Copies of textbooks from publishers for faculty members.
Prepare for the beginning of each semester by collecting and posting faculty office hours, sending communications to faculty and students, updating faculty and student mailboxes, collecting and uploading course syllabi, and other related tasks.
Coordinate logistics for guest speakers and visitors, including helping them to obtain guest parking permits and parking reservations, travel, and accommodations as necessary.
Assist in the administrative on-boarding of new faculty and staff, as well as returning part-time faculty.
Provide training as requested to faculty who need assistance utilizing the technology available to them (Google drive, copy machine, AV classroom equipment, etc.).
Maintain and update internal Google calendars used by the staff team.
Manage and assign mailboxes to faculty, staff, and students.
Maintain the supply levels and cleanliness of student labs, study rooms, and lounge.
Other related duties as assigned.
Event Management and Support
Use the campus event planning system (25Live) to book rooms, furniture, and technology for events and meetings.
Participate in staff meetings (attend, take and distribute notes, set up AV equipment as needed).
Support and staff events and meetings hosted by our Career Services, Admissions, Student Services, and Deans offices (including occasional night and weekend events), which may include:
Managing a registration/check-in table
Set-up and clean-up
Preparing name tags, table tents, folders, etc.
Creating and posting flyers
Coordination of audio/visual equipment
Event planning and delegation of tasks
Managing RSVP systems (such as Eventbrite)
Creating and sending invitations to faculty, staff, students, alumnae, College Officers, etc
Taking photos and writing posts for social media
Other event-related tasks as requested
Liaise with catering companies, the AV department, and the Events department to ensure a successful event.
Project-manage special events as requested by the Dean and Department Heads.
Contribute to the Lokey Schools social media presence by attending events, taking pictures, and writing short posts for our social media accounts.
Other related duties as assigned.
Required Knowledge, Skills, and Abilities:
Experience with office administration and management of systems and processes.
Computer literacy and familiarity with Google Apps and Microsoft Office.
General tech-savviness, enabling you to learn new technology with ease.
Proficiency in social media platforms including Facebook, LinkedIn, and Instagram.
Professional oral and written communication skills.
Ability to attend closely to details and maintain high levels of accuracy.
Ability to thrive and take initiative in a dynamic and entrepreneurial environment.
Demonstrated organizational skills and ability to multitask, manage multiple projects and priorities to meet deadlines, and follow through on tasks.
Ability to work both independently and as a member of a cooperative team.
Excellent interpersonal skills and commitment to customer service towards all persons contacted during the course of job performance.
Ability to establish and maintain effective and productive working relationships within a diverse and multicultural environment.
Professional demeanor and maturity required to interact graciously and tactfully with contacts at all levels, even under stressful conditions.
Experience/knowledge in the following areas is desirable but not required:
Event management and scheduling.
Administrative experience in higher education.
Hootsuite, MailChimp, Eventbrite, and/or other similar digital platforms.
Education and Training:
1-3 years administrative and/or front desk experience.
Physical, Mental, and Environmental Demands:
Work involves sitting for multiple hours and using office equipment.
Work requires ability to move across campus on a daily basis to deliver paperwork, pick up mail/packages, etc.
Work requires ability to move throughout the building in order to maintain equipment and facilities and respond to student and faculty requests for support.
Work will occasionally require the ability to lift boxes or move heavy objects using a handcart.
Work hours may occasionally be shifted to accommodate night or weekend events.
The Front Desk is located in a busy, open office area. Interruptions, phone calls, and meetings with a variety of people will be required on a daily basis.
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.
Specific schedule to be determined by mutual agreement.
This is a full-time, non-exempt position with an FTE of 1.0. Wage is $22.00 per hour, 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 days of vacation for year one, 15 days of vacation for years 2-10, and 22 days of vacation years 10+ plus, 12 sick days and 17 paid holidays (subject to annual review). 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, legal-assistance insurance, cellular provider discounts and computer hardware discounts.
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 applicants background check must be cleared.
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.