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/
ORGANIZATION RELATIONSHIPS: Reports To: Manager of the Office of the Provost and Dean of the Faculty Supervises: Student Worker(s)
Summary of Position The Provost's office partners with faculty to cultivate the intellectual life of Mills College, to ensure academic integrity and excellence, and to promote gender and racial justice. We do this by supporting the faculty in providing rigorous, transformative and inclusive learning experiences for our students, stewarding Mills' academic resources, and connecting the campus to the wider educational ecosystem.
Under the direction of the Provost's Office Manager, the Faculty Personnel Coordinator is an important member of the Provost Office Staff who facilitates the recruitment, onboarding, advancement and development of a diverse community of faculty, including scholars, artists and practitioners. The Coordinator performs a broad range of administrative and technical assistance in relation to faculty personnel, records oversight, and compliance with the adjunct faculty Collective Bargaining Agreement. They maintain an annual calendar of faculty personnel actions and work independently to meet deadlines.
The incumbent works with a high level of autonomy, responsibility, confidentiality, discretion and initiative, through an equity lens.
Essential Job Functions:
Personnel Records Management (all faculty)
Maintain personnel files for all faculty. Adhere to confidentiality and document destruction policies. Retrieve items upon request. Working closely with the Associate Provost of Curriculum and Academic Resources, oversee and complete preparation of accurate contracts and PAFs for all faculty.
Personnel Records Management (Ranked faculty)
Maintain personnel files of current ranked faculty. Files to include: salary and appointment letters, correspondence of importance, sabbatical and leave requests, course and credit releases, and confidential APT files throughout a faculty members career at Mills. Prepare new tenure-track contracts, upon request; initiate new hire process, and maintain faculty files. Prepare retirement agreements upon request. Maintain and store files of retired faculty. Update faculty emeriti list. Support and maintain the digitization and inclusion in Banner of faculty personnel records. Coordinate communications to faculty regarding tenure and promotion decisions, appointment of endowed chairs, and faculty emeriti appointments. Provide administrative support to the Appointments, Promotion and Tenure Committee; plan and coordinate cycle for review of materials, including coordination with College Officers support staff, and develop and maintain digitized files. Respond to questions requiring judgment, knowledge and interpretation of faculty personnel policies.
Personnel Records Management (Adjunct faculty in the SEIU bargaining unit)
Maintain and update all files according to the Collective Bargaining Agreement (CBA). Keep data on each individual including course count accumulation, current performance assessments, course cancellations, category and tier placement rate, title, contact information and banner ID. Provide administrative support to enable timely responses to requests from SEIU and provision of periodic reports as outlined in the CBA. Working closely with the Associate Provost of Curriculum and Academic Resources, oversee and complete preparation of accurate contracts and PAFs, and monitor multiple year contracts; CBA-related promotions and reviews and other contract related issues.
Track ranked faculty salaries; assign and maintain accurate salaries for each ranked faculty member based on ranked faculty salary steps, institutional pay cuts, and step promotions. Track adjunct faculty salaries, assign and maintain accurate salaries for each bargaining unit member based on the CBA. Administer and track salaries for non-union, non-tenure track faculty. Prepare salary letters and payroll PAFs. Track and maintain data on salary, FTE, rank, step, title, sabbatical accrual, and APT (merit and promotion) schedule for ranked faculty. Adhere to Faculty Handbook procedures. Adhere to CBA procedures.
Collect and maintain staffing sheets from the academic departments and programs; act as Provost designate for reviewing the schedule; ensure that deadlines are met. Reviews scheduled courses to verify that courses are in the staffing plan in a timely manner so that the course schedule can be built accurately. Working closely with the Associate Provost of Curriculum and Academic Resources, provide data related to the faculty salary budget.
Grants, Budgets and Financial Administration
Provide administrative and analytical support to the Faculty Development Committee and Associate Provost for Faculty Affairs in relation to internal faculty development grants such as travel grants, annual research grants, MACK, and Greer grants. Provide administrative and analytical support to the provost team regarding professional development grants in conjunction with various funds (external foundation and internal College funds). Provide administrative and analytical support regarding endowed Chair and Start up funds; create and provide periodic reports. Oversee administrative process for the Undergraduate Research Opportunity Program (URPO): collect receipts from students with UROP student research awards, process check requests, and maintain records of UROP awards. Sign and code items for payment (invoices, check requests, journal entries). Serve as reviewer of all incoming PAFs, stipends, One Time Pay Requests, and Concur expense reports and make any necessary corrections or gather more information in advance of securing the signature of the Provost.
Student and Exchange Visitor Information System (SEVIS) Program
Serve as Alternate Responsible Officer (ARO) for Exchange (international) Visitors in academic affairs; reports to Responsible Office (RO), Mills Vice President of Student Life and Dean of Students. Assist faculty who wish to bring exchange visitors, such as visiting faculty, performers and Artists-in-Residence to campus. Issue forms to incoming exchange visitors, and track exchange visitors monthly in the SEVIS system; Track and process payments for exchange visitors. Maintain required J-1 training; maintain compliance with duties of ARO as outlined in Part 62, section 11 of the Exchange Visitor Program regulations.
General Provost Office Administration
Maintain lists of voting faculty; ensure Banner is updated to add or delete voting members. Maintain list of UC Berkeley Library-eligible faculty. Provide guidance and pertinent information to Professional Academic Staff and other academic staff regarding staffing, scheduling, and other documents required by the Provosts Office. With guidance from the Executive Assistant for Curriculum and Faculty Governance, provide the necessary information for action to the Board of Trustees Educational Personnel Subcommittee in consultation with the Provost and Dean of the Faculty Collect data and perform research on a variety of matters as directed, including assisting in the development and preparation of reports, including Board items, budgets and grant proposals; collect data and perform research on a variety of matters as directed, including the preparation of a variety of financial and statistical reports. In partnership with the Office of Institutional Research, compile various reports, and provide necessary faculty data to facilitate the completion of annual reporting and surveys (i.e., Facts & Trends, AAUP, IPEDS, CIC surveys, insurance, etc.), and respond to other requests regarding faculty; and maintain historical data for analyses as requested.
Train other administrative staff in the above areas and provide guidance and support as needed.
Additional Duties and Responsibilities
Assist the Provosts Office Manager with a variety of administrative tasks. When necessary, serve as backup for other staff in the office. Format, type and edit a variety of complex material from dictation, rough draft or notes, including budgets, contracts, letters, memoranda, agenda, minutes of meetings, reports. Establish and maintain effective and productive working relationships within a diverse and multicultural environment In consultation with appropriate offices, compile complex documents and procedure manuals according to established guidelines Provide technical assistance to other staff in areas such as budget preparation, record keeping, and editing Other duties as assigned.
Education and Experience
Bachelors degree required, Masters preferred. Three to five years experience in human resources, finance, paralegal or a closely related area of work. Five years prior administrative experience in higher education. Political acumen and sensitivities to differing perspectives at all levels of the College and external constituencies. Familiarity with Higher Ed processes, protocols and procedures. Working knowledge of federal regulations such as FERPA. Working knowledge of or ability to learn the Faculty Handbook and the Collective Bargaining Agreement.
Skills Natural ability to be courteous, responsive, efficient, professional and student-centered in interactions with campus and external constituents. Excellent verbal and written communication skills, including editing and proofreading. Proficiency in Google G Suite and Microsoft Office Suite required. Experience with Concur Expense Management and Banner Student Information System preferred. Strong professional ethics and discretion with an attitude of respect for all persons in the Mills community.
Establish and maintain effective and productive working relationships with students, faculty and staff within a diverse and multicultural environment. Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, and tact. Motivation to seek information from manager, colleagues, or through research; must have a proactive mindset. Demonstrated ability to handle sensitive materials and respect of all levels of internal and external constituencies. Demonstrated ability to take initiative and responsibility balanced with a collaborative learner stance with colleagues. Ability to multi-task with demanding timeframes. Commitment to Mills Colleges mission and demonstrated ability to create and sustain an organizational climate based on inclusion, social justice and equity.
Physical, Mental and Environmental Demands
Work involves considerable sitting time at desk/computer, but also entails moving about the building and campus to obtain/deliver materials and meet with people. Work requires the individual obtain/deliver materials and meet with people in scheduled and impromptu meetings; The work is busy, involving the balance of multiple and competing demands. It should be noted that interruptions and interactions with others are common, especially when school is in session; The work requires the presence and comportment of a seasoned professional, including attention to the style of professional attire; Deadlines and reporting are a routine part of the work and the reporting schedule is strictly adhered to. Some stressful situations when dealing with deadlines and/or dissatisfied individuals. It is occasionally necessary to lift or move somewhat heavy or awkward pieces of office equipment and boxes.
This is a full-time, 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 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.