Manager and Executive Assistant, Lokey School of Business and Public Policy
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.
Summary of Position:
The Manager and Executive Assistant manages, oversees, and ensures the effective and efficient operations of the Lorry I. Lokey School of Business and Public Policy. S/he works closely with, and with delegated authority on behalf of, the Lokey School Dean and Program Heads. S/he manages all administrative processes (budgetary, financial, operational, personnel) in the Lokey School and provides key support to the Lokey School Dean, Program heads, staff, and faculty. S/he manages crucial projects in the Lokey School, assists the Dean in managing and overseeing staff functions, and communicates and grants approvals on behalf of the Office of the Dean.
Essential Job Functions:
Executive Administration and Management
The Manager and Executive Assistant has primary responsibility for overseeing systems and processes to ensure efficiency and effectiveness in all functions at the Lorry I. Lokey School of Business and Public Policy. S/he:
Assists the Dean in overseeing, managing, and coordinating the work of the Administrative Leadership and Staff teams, and in ensuring that all core Staff functions are covered and coordinated.
Serves as primary point of contact for the Office of the Dean and coordinates communications on behalf of the Dean and Program Heads.
Manages the workflow and communications systems within the Office of the Dean for the Dean and Program Heads.
Implements and maintains electronic and hard copy filing systems and information management processes.
Coordinates regular staff meetings, semi-annual planning sessions, and retreats.
Assists in data collection and preparation of regular reports required by the College and AACSB accreditation processes.
Writes and proofreads correspondence, presentations, reports, memos, etc. on behalf of the Administrative Leadership team and the Lokey School.
Oversees the management of Google calendars and other management tools for the Dean's Office, the Staff team, and the School/building.
Coordinates and manages appointments and calendars, arranges meetings, and prepares agendas for the Dean and Program Heads.
Coordinates travel itineraries for the Dean and Program Heads.
Is responsible for ensuring that confidential information is managed appropriately within the Office of the Dean.
Forecasts the needs of the School and works to set systems in place to ensure greater future efficiency in all processes.
Financial and Budget Management
The Manager and Executive Assistant has primary responsibility for monitoring, forecasting, and preparing budgets for the Lorry I. Lokey School of Business and Public Policy. S/he:
Monitors monthly budget reports in Banner for accuracy.
Generates journal entries and check requests, approves invoices, maintains expense records, and processes reimbursements for out-of-pocket expenses.
Approves and monitors invoices and expenditures submitted by members of the Staff team.
Prepares and submits monthly credit card reconciliation reports on behalf of the Dean and Program Heads, and serves as first-line approver for all monthly credit card reconciliation reports submitted by the Staff team.
Prepares and submits budget updates as required by the Provost's Office.
Manages and works with other members of the Staff Team who have budget oversight for their units, coordinates budget reconciliation, and ensures responsible budget management.
Prepares quarterly meetings with the Program Heads and the Dean to ensure effective management of the budget and other grant or gift funds.
Supports 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.
Assists with managing communications with donors and in the preparation of grant proposals or reports.
Supports the Dean and Program Heads in fundraising efforts and campaigns.
Miscellaneous Operations and Project Management
The Manager and Executive 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:
Pursuing AACSB (Association for the Advancement of Collegiate Schools of Business) accreditation.
Coordinating and preparing the weekly Updates Newsletter as the School's regular communication to students, faculty, and staff.
Managing and contributing to the Lokey School's social media presence, as well as supervising and managing the work of the Graduate Assistant for Social Media.
Delegating key and key-card access to locked areas of the Lokey building, to ensure that the confidentiality of sensitive files and information is maintained.
Approving 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.
All projects and processes assigned by the Dean and Program Heads.
The Manager and Executive Assistant oversees and manages the administrative processes for hiring, on-boarding, and orienting of all new faculty and staff in the Lokey School as well as returning part-time faculty. In addition, s/he:
Produces Faculty Appointment Requests, staffing sheets, and Personnel Action Forms, working closely with the Dean and Program Heads to properly process all personnel paperwork.
Assists the Dean and Program Heads in organizing search processes for new faculty and staff hires.
Coordinates and manages the paperwork for the hiring and administration of Teaching, Research, and Graduate Assistants.
Supervises and manages the workflow of the Administrative Assistant.
The Manager and Executive Assistant is the point person for providing information to faculty, in conjunction with the Program Heads. S/he:
Oversees and briefs faculty on processes for receiving support.
Supervises the Administrative Assistant in ensuring 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.
Prepares course schedules, classroom assignments, and staffing sheets with teaching assignments, in collaboration with the Program Heads.
Supports the Dean and Program Heads in the hiring processes for adjunct and tenure-track faculty.
Assigns office space to adjunct faculty.
Additional Duties and Responsibilities
The Manager and Executive Assistant assists with additional duties and special projects as requested by the Dean and Program Heads.
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 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.
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.
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.
Physical, Mental and Environmental Demands
Work primarily involves sitting for multiple hours and using office equipment.
Work requires 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 is a full-time, exempt position with an FTE of 1.0. Salary is 58K per year, 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 applicant's background check must be cleared.
Click the 'Apply Now' button below and follow instructions to submit the following documents:
Cover Letter and
Contact Information for 3 References
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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.