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/
Organizational Relationships: Reports to: Executive Director, Mills Teacher Scholars Supervises: Administrative Assistant, Office Assistants (work study students)
Summary of Position: Under the supervision of the Executive Director, manage budgets for all Grants and Funds; manage Accounts Payable and Accounts Receivable; manage contracts with Independent Contractors as well as School Sites. The Mills Teacher Scholars Budget Manager is expected to exercise frequent independent judgment within the assigned areas of responsibility.
Essential Job Functions: Assist the Executive Director in all aspects of budgeting, strategic planning, systems upgrade and maintenance
Assist Executive Director
Resolve complex internal and external questions and issues related to operations
Handle administrative work related to the establishment of policies and procedures
Synthesize, analyze and present information for use by Executive Director
Assemble, organize and prepare data for records and reports.
Prepare and present program reports, as needed, for Executive Director, Advisory Board manage part-time staff and student workers
Administrate grant proposal and grant reports to existing and prospective funders
Manage budgets for the Non-Profit, School Sites, Grants & Funds, and special projects;
organize transfers between budgets internally, and with external departments;
prepare budgets for grant interim reports and final reports
ensure paperwork is completed for time sensitive check requests and reimbursements
monitor budgets and notify director of variances
liaise with the school site business offices and Mills accounting office
Manage the use of funds and other fund-related responsibilities, as appropriate
Coordinate payments for classes, workshops, and events
Utilize Banner, Word, FileMaker, Excel, email, and online research at an advanced level.
Demonstrate working knowledge of database creation and management.
Knowledge in business budgeting and accounting practices regarding monitoring and control
Wholly responsible for a data management within the department
Assist in the development of new ideas and solutions for improving existing methods, systems, or services.
Systems reporting, collect data and provide assistance for various studies and reports; develop, maintain, and update record tracking systems; provide statistics and reports as necessary. Compile, edit and format complex documents such as the annual reports and grant proposals according to established guidelines.
Hiring and Recruiting assistance
Responsible for managing the timeline for Mills Teacher Scholars for hiring and recruiting employees
Responsible for creating PAFs for Mills Teacher Scholars employees
Orientation of new employees to Mills College Campus
Employee assistance with Mills Teacher Scholars' conventions per credit card, personal travel, vacation and holiday time off
Requirements: Required Knowledge, Skills, and Abilities
Two years of administrative experience with Mills Teacher Scholars
Experience in Grant Management
Advanced computer skills involving databases, spreadsheets, word processing, graphics and/or other applications utilizing software applicable to the function
Organized, detail-oriented, able to take initiative
Can establish and maintain effective, productive working relationships within a diverse and multi-cultural
Ability to collaborate with other staff in a team environment; to both give and take direction
Can work independently and collaboratively to manage multiple responsibilities and projects while
Able to analyze, develop, and maintain quality control in operations
Able to develop, produce, and analyze complex data through spreadsheets or other systems, as required
Can establish and maintain an effective customer service orientation towards all persons contacted
Can creatively solve problems, and execute work thoroughly and meticulously
Capacity to maintain confidential information.
Operate office machines including computers and applicable software.
Compose correspondence and written materials independently.
Establish and maintain cooperative and effective working relationships with others.
Adhere to college and departmental policies and objectives with awareness of laws, rules and regulations
Work under pressure and within deadlines
Ability to maintain a high level of accuracy.
Interpersonal skills using tact, patience and courtesy
Communicate effectively both orally and in writing use correct English, grammar, spelling, punctuation, and vocabulary
Education and Training:
Experience in business accounting
Experience in administrative duties and public contact.
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;
Much of the work is conducted in a busy area; interruptions and interactions with others are common, especially when school is in session;
Responsibilities entail occasional evening or weekend hours
Deadlines are a routine part of the work
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.
Additional Information: This is a non-exempt, part-time position with an FTE of 0.80 (30 hours per week). Salary is commensurate with experience and includes an excellent benefits package including medical/dental/vision/life/LTD insurance, 403(b) retirement plan with college-match after 6 month qualifying period,10 pro-rated days of vacation for year one, 15 pro-rated days of vacation for years 2-10, and 22 pro-rated days of vacation years 10+ plus, 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: 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.