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Executive Assistant (EA), Faculty Personnel - Essential

Mills College

Details

Posted:

June 2, 2020

Location:

Oakland, California

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Salary:

Open

Executive Assistant (EA), Faculty Personnel - 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.

Job Description:

ORGANIZATION RELATIONSHIPS:
Reports to: Manager of the Office of the Provost and Dean of the Faculty
Supervises: None

Job Description

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 Manager of the Office of the Provost and Dean of the Faculty, the Faculty Personnel Executive Assistant (EA) is an important member of the Provost's office staff who facilitates the recruitment, onboarding, advancement and development of a diverse community of faculty, including scholars, artists and practitioners. The EA 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 ideal candidate has a liberal arts frame of reference and can speak to demonstrated work experience with a high level of autonomy, responsibility, confidentiality, discretion and initiative, through an equity lens.

Essential Job Functions:

Personnel Records Management

Working closely with the Associate Provost of Curriculum and Academic Resources, oversee and complete preparation of accurate contracts and Personnel Action Forms (PAFs) for all faculty.
Respond to questions requiring judgment, knowledge and interpretation of faculty personnel policies.

RANKED FACULTY

Ranked faculty file maintenance: salary and appointment letters, correspondence of importance, sabbatical and leave requests, course and credit releases, and confidential APT files throughout a faculty member's career at Mills.
Prepare new tenure-track contracts and initiate new hire process; prepare retirement agreements, maintain and store files of retired faculty, update faculty emeriti list.
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.
Provide detailed and complex project management support to the Appointment, Promotion and Tenure Committee; plan and coordinate cycle for review of materials, including coordination with College Officers' support staff; draft communications to faculty regarding tenure and promotion decisions, appointment of endowed chairs, and faculty emeriti appointments; develop and maintain digitized files;
Maintain lists of voting faculty; ensure Banner is updated to add or delete voting members. Maintain list of UC Berkeley Library-eligible faculty.

ADJUNCT FACULTY

Adjunct faculty file maintenance: 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.
Track adjunct faculty salaries, assign and maintain accurate salaries for each bargaining unit member based on the CBA.

Additional Faculty Compensation Duties

Administer and track salaries for non-union, non-tenure track faculty.
Track and maintain data on salary, FTE, rank, step, title, sabbatical accrual, and APT (merit and promotion) schedule for ranked faculty; prepare salary letters and payroll PAFs; adhere to Faculty Handbook procedures; adhere to CBA procedures.

Faculty Staffing and Financial Administration

Working closely with the Associate Provost of Curriculum and Academic Resources, provide data related to the faculty salary budget; collect and maintain staffing sheets from academic departments and programs; review scheduled courses to verify courses are in the staffing plan in a timely manner.
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; sign and code items for payment (invoices, check requests, journal entries).

Grants, Budgets and Financial Administration

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.
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; sign and code items for payment (invoices, check requests, journal entries).

Additional Administrative Responsibilities and Duties

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; additional duties as assigned
Assist the Provost's Office Manager with a variety of projects and administrative tasks.
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 Planning, Analytics, and Effectiveness, 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.
In consultation with appropriate offices, compile complex documents and procedure manuals according to established guidelines
Other duties as assigned.

Requirements:

Preferred Education and Work Experience

Bachelor's degree.
Two years' prior administrative experience in higher education.
Three to five years experience in human resources, finance, paralegal or a closely related area of work.
Demonstrated commitment to advance diversity, inclusion, and equity in past or current work environments.
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

Political acumen and sensitivities to differing perspectives at all levels of the College and external constituencies.
Strong professional ethics and discretion with an attitude of respect for all persons in the Mills community.
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.

Abilities

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 in a hierarchical work environment..
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 College's mission and demonstrated ability to create and sustain an organizational climate based on inclusion, social justice and equity.

Mental, Environmental, and Physical Demands

Deadlines and reporting are a routine part of the work.
The work requires the presence and comportment of a seasoned professional.
Some stressful situations when dealing with deadlines and/or dissatisfied individuals.
Work requires the individual obtain/deliver materials and meet with people in scheduled and impromptu meetings;
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.
It is occasionally necessary to lift or move somewhat heavy or awkward pieces of office equipment and boxes.

Additional Information:

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 applicant's background check must be cleared.

Application Instructions:

Click the 'Apply Now' button below and follow instructions to submit the following documents:

Employee Application
Resume
Cover Letter and
Contact Information for 3 References

Please note that you can only upload 6 'Other' documents. You can consolidate multiple pages/documents into one file upload. The file size limit for each upload is 10Mb.

Review of applicants will begin immediately; applications will be accepted until the position is filled.

To apply, visit https://mills.interviewexchange.com/jobofferdetails.jsp?JOBID=122732&CNTRNO=0&TSTMP=0

Internal Number: 1922575

About Mills College

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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Executive Assistant (EA), Faculty Personnel - Essential

Mills College

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