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 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 http://www.mills.edu.
Job Summary The Executive Assistant (EA) to the Vice President for Finance and Administration/Treasurer (VPT) assists the VPT in the coordination, management and implementation of the administrative operations of the Office of the VPT. Playing a key support and customer service role for the VPT, the EA serves as the liaison for the Office of the VPT, assisting in communications and inquiries regarding financial and budgetary matters, and policies and procedures for the College.
Essential Job Functions:
Act as primary filter for a high volume of confidential information and provide administrative support for generating correspondence, developing presentation and meeting materials, maintaining databases, reconciling expense reports, responding to incoming phone calls, processing information requests and preparing reports;
Manage final document and correspondence review to ensure completeness, accuracy and consistency with College guidelines;
Manage detailed and busy calendar for the VPT including coordinating meetings, conference calls, and business appointments with outside partners including legal, finance, insurance and other representatives from higher education;
Facilitate logistics for presentations, events and meetings, including Board of Trustees committee meetings: coordinate IT needs, attendee confirmation and correspondence, room set-up and refreshments ;
Take detailed and accurate minutes for Board of Trustees committee meetings (Audit/Finance/Investment/Joint Finance & Investment);
Follow established protocol of Board Secretary for compiling and submitting Board of Trustee meeting materials within deadlines;
Arrange detailed travel plans for the VPT including managing travel logistics, conference registration, and compiling itineraries;
Maintain an organized, complete and updated paper and electronic filing system for the Office of the VPT;
Proactively manage VPT department expenses and budget, ensuring that decisions made are fiscally sound and in line with financial targets and goals;
In the absence of the VPT, direct problems and/or questions to the appropriate person if unable to assist directly
Manage and promote positive and effective cross-functional relationships with co-workers, Cabinet members, department and program leaders, vendors, and students in a diverse multicultural environment;
Perform other projects/duties as assigned.
Additional Duties and Responsibilities:
Prepare and oversee annual Conflict of Interest questionnaire sent to key employees of the College and Trustees; keep detailed records of questionnaires and ensure timely submission of reports;
Review, edit for accuracy and recommend necessary updates to Administrative Policy manual; ensure posting of updated policies on College intranet;
Assist other departments under the direction of the VPT as needed with administrative support (e.g., travel, scheduling, document preparation);
Issue tuition memos to all students upon Board of Trustee approval of rates;
Provide support in scheduling, communications, and note-taking for committees chaired by VPT, including Retirement Planning Advisory Committee (RPAC) and Budget Advisory Committee;
Maintain and update internal websites for VPT, RPAC and Budget Committees;
Maintain Sage Hall copy room supplies and submit work orders for maintenance and repair as needed;
Assist VPT with goals of Mills College Strategic Plan as they relate to the human resources, IT, budget, financial and policy components of the Plan.
Required Knowledge, Skills, and Abilities:
Exceptional writing and editing skills to prepare and proof read documents for the Office of the VPT, including correspondence, policies, minutes for Board of Trustees and other committee meetings;
Strong oral communication skills and customer service orientation to interface with all levels of College personnel, Trustees, external service providers, students and community;
Demonstrated ability in maintaining confidentiality and strong track record in handling complex and sensitive matters;
Proactive approach to organizing, prioritizing and managing multiple tasks;
Demonstrated ability to anticipate and plan forward 12 months or more;
Strong understanding of roles within the department and fundamental goals of the College;
Proven proficiency in MS Office and other software applications, including Word, Excel, PowerPoint and preferably Access;
Position requires onsite work hours during core business /College hours.
Education and Training:
Bachelor's degree required.
At least five years of high level administrative support to an executive, preferably in higher education, is required.
Physical, Mental and Environmental Demands:
Position requires sitting at and working on a computer for long periods of time;
Some lifting of office supplies as heavy as 50 lbs. required (e.g. cartons of paper);
Incumbent must be able to handle deadlines, interruptions, multiple demands on time in a professional and courteous manner without overtly exhibiting stress.
This position description is not intended to contain a comprehensive list of activities, duties, or responsibilities. Additional duties may be assigned based on operational needs.
Compensation is commensurate with experience, and includes an excellent benefits package including medical/dental/vision/life/LTD insurance, 22 days' vacation, 12 sick days and 10 paid holidays annually. 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: 403(b) retirement plan, pet insurance, long-term care insurance and legal-assistance insurance
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.