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/
Position Title: Departmental Administrator - Race, Gender and Sexuality Studies Department (RGSS) and Center for Teaching and Scholarship (CTS) Job Status: Full-time/Non-exempt FTE: 1.00 Primary Supervisor: Department Chair for the Race, Gender and Sexuality Studies Department Secondary Supervisor: Associate Provost for Teaching, Learning, and Faculty Affairs Supervises: Work Study Student(s)
0.75 FTE is assigned to RGSS and 0.25 FTE is assigned to the CTS.
ADDITIONAL ORGANIZATIONAL RELATIONSHIPS: Dotted line report to: Special Assistant to the Provost
JOB DESCRIPTION Summary of Position: Under the supervision of the Chair of the Race, Gender and Sexuality Studies Department (RGSS), perform a broad range of administrative functions. Maintain program schedules, staffing sheets, and curricular revisions; manage departmental and program operating budgets, including endowed funds; coordinate and oversee comprehensive project/event planning; oversee functions of the Ethnic Studies Library; and maintain the Women of Color Resource Center. The RGSS Departmental Administrator will be expected to exercise independent judgment within the assigned areas of responsibility. Under supervision of the Associate Provost for Teaching, Learning and Faculty Affairs, manage events cycle and associated administrative tasks for the Center for Teaching and Scholarship.
CTS Assigned Areas of Responsibility: Under the supervision of the Associate Provost for Teaching, Learning and Faculty Affairs:
Publicize and promote Center for Teaching and Scholarship (CTS) events through both internal and external channels;
Provide logistical support for CTS events and activities;
Process payments and expense reports;
Conduct correspondence, record-keeping, and reporting for activities as needed.
RGSS Department Assigned Areas of Responsibility:
Provide academic administrative support to the RGSS Department, including the Ethnic Studies (ETHS) Womens, Gender and Sexuality (WGSS) and Queer Studies programs:
Provide updates for internal and external faculty web pages and program webpages and social media;
Liaise with other departments, programs and campus offices as well as external institutions and the general public;
Attend and report back from meetings;
Serve as book order liaison;
General tasks: process email, mail, phone calls; greet and assist visitors; key requests; order and inventory office supplies for departments; operate and stock a variety of office equipment including computer and designated software, printer, scanner, and copy machines.
Assist with requests from faculty.
Function as office manager for the RGSS Department, as well as the ETHS and WGSS programs under the supervision of the RGSS Department Chair; organize and maintain filing systems; stay abreast of deadlines and recommend appropriate timelines; maintain calendars, schedule appointments, and arrange meetings.
Operating budget for the RGSS Department;
Operating budgets for WGSS and ETHS Programs;
Endowed funds events including but not limited to: Heritage Months, Pow Wow, special projects;
Execute transfers between budgets internally, and with external departments;
Arrange cash and check payments to speakers and suppliers;
Balance budgets at year end; monitor budgets and notify supervisor of variances; liaise with the ASMC treasurer and Mills accounting office;
Ensure paperwork is completed for time sensitive check requests and reimbursements;
Utilize Mills technical resources (eg. Banner).
Coordinate logistics for RGSS, ETHS, and WGSS Town Hall meetings, Heritage Months, Pow Wow, socials and workshops, retreats and departmental events;
Coordinate internal/external event catering; with some events requiring day-of assistance;
Schedule and confirm venues and Audio Visual resources;
Liaise with and coordinate payments, adhering to established procedures;
Design promotional materials and liaise with web team to edit web pages for RGSS, ETHS, and WGSS;
Provide evaluation forms to assess RGSS events and summarize assessments.
Work closely with ETHS and WGSS students on RGSS departmental events; provide information and mentoring to student organization representatives working on these events; assist with miscellaneous student requests; communicate with ETHS and WGSS majors and minors with regard to departmental socials, town hall meetings, and other events. Represent the RGSS department on various committees.
Assist the Program Chair(s) in developing and coordinating class schedules and course rotations; work closely with the Provosts office and Department Chair(s) to edit the departments catalog pages; identify necessary changes in order to reflect curricular revisions.
According to established guidelines, compile and prepare for supervisory review, complex documents such as the Annual Report, monthly newsletter, semesterly staffing sheets, and other reports/postings as needed.
Manage the Ethnic Studies Library and the Women of Color Resource Center. Lend out Ethnic Studies Library books and ensure timely returns. Re-stock paper and toner in the Women of Color Resource Center when needed.
Hire and supervise work study student(s).
Collect data for the RGSS Department Chair(s) and provide research assistance for various studies and reports.
Maintain current knowledge and records of regulations and requirements applicable to the department; monitor transactions, programs and services to assure compliance.
Maintain safe work conditions and comply with established safety policies, practices, procedures, and requirements;
Other duties as assigned.
Duties and Responsibilities:
Plan agenda and apprise Department Chair(s) of project status and departmental deadlines in weekly meeting.
Maintain a professional and welcoming office environment.
Understand and follow oral and written instructions.
Adhere to College and Departmental policies and objectives.
Establish and maintain customer service orientation and productive, cooperative working relationships towards all persons contacted during the course of job performance.
Assemble, organize and prepare data for records and reports.
Communicate effectively both orally and in writing.
Ability to supervise work-study students with clear and concise instructions on how to complete given tasks.
Required Knowledge, Skills, and Abilities:
Cultural competency necessary to work with multicultural, diverse population.
Modern office practices, procedures and equipment.
Financial and statistical record-keeping techniques.
Basic budgeting practices regarding monitoring and control.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Advanced computer skills involving databases, spreadsheets, word processing, graphics and/or other applications utilizing software applicable to the function.
Laws, rules and regulations related to assigned activities.
Interpersonal skills using tact, patience and courtesy.
Safety policies, practices, procedures and requirements of the department, College and Illness & Injury Prevention Plan.
College organization and staffing.
Physical, Mental and Environmental Demands:
It is occasionally necessary to lift or move somewhat heavy or awkward pieces of office and classroom equipment such as easels, large tables, projectors, etc.;
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;
Much of the work is conducted in a busy area; interruptions and interactions with others are common, especially when school is in session;
Most work is conducted during the regular workweek, but some responsibilities entail travel and work in the evening or weekend hours (e.g., attending recruitment fairs, other events on and off-campus);
Deadlines are a routine part of the work, whether it is submitting reports, getting materials or equipment ready for a class session, or setting up a room in time for an event.
Education and Training:
Two years working in a multicultural environment
One year of proven administrative responsibility involving extensive public contact
This is a full-time, non-exempt position with an FTE of 1.0. Hourly wage 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.