Job Description: ORGANIZATIONAL RELATIONSHIPS: Reports to: Director, Student Leadership, Equity and Excellence Supervises: No professional staff supervision
Summary of Position: Provides intermediate skilled administrative support for the Center for Student Leadership, Equity and Excellence including preparing and maintaining fiscal, eligibility and other records related to students and employees, strengthening and streamlining fiscal practices for student clubs and organizations, assisting to create and execute successful student programs and events, and preparing and processing related paperwork as apparent or assigned.
This position advances goals set out in the Mills Strategic Plan by supporting sustainable programming and budgetary practices, sustaining strategic partnerships with Mills and extended community, enhancing student proficiency in the workplace, and supporting programs and initiatives that contribute to a vibrant campus life.
Essential Job Functions: Fiscal management
Maintain general accounting records for budgets and expenditures, including tracking budgets, programming, or initiatives as requested.
Reconcile Concur pcard and reimbursement reports for staff and student organizations.
Review Concur pcard and reimbursement reports for Office of Residential Life (ORL) as needed
Survey monthly expenditure reports and submit corrections to finance office.
Compose and track journal entries.
Clarify finance policy changes, best practices, and technology updates to the center and ASMC Finance Chair as appropriate.
Train, motivate, and support ASMC Finance Chair and Board of Treasurers to be in compliance with College financial policies and procedures.
Research and investigate financial records to resolve budget issues for students not affiliated with clubs, student club and organization members, other College constituents, and outside vendors.
Collect and deposit campus vendor fees.
Create and update ASMC finance forms, including web access.
Manage P-Card check out and returns for center cards and ASMC and the Campanil
Manage payment and related communications to all vendors and campus offices on behalf of individual students, ASMC clubs, and organizations.
Prepare student payroll forms as requested for ASMC and the Center as needed.
Coordinate on campus vendors, including scheduling, compliance, and documentation.
Maintain office supplies for the center.
Manage special programs and events relating to DSL as assigned.
Assist as needed at programs and events sponsored by the center.
Provide admin support for the Division of Student Life Ambassador (DSLA)
Support DSLA hiring process, including GPA verification, provide direct support during group interview process, and prepare appropriate summer and academic year payroll documents.
Execute logistics for the center's functions, including booking sites on and off campus, arranging catering, travel, conference registration, cash advances, information technology, and conference services, and purchasing food.
Support ASMC student election process, including GPA verification.
Communicate financial, human resources, and student payroll procedures, timelines, and documentation for the center and related departments, Spiritual and Religious Life (SRL), and ORL as needed.
Provide support for Divisional assessment efforts with a particular focus on efforts of the center.
Support the center in hiring processes (with HR and applicants - travel, scheduling, setting campus interview appointments).
Edit and proofread department-related materials for publication such as promotional materials, brochures, and annual reports.
Pick up Cowell mail for Rothwell staff.
Attend bi-weekly central staff meeting and intermittent supervision session with Director.
Participate in Division meetings and retreats and campus committees.
Provide administrative support for international students and related systems like SEVIS.
Other duties as assigned by supervisor and the VPDSL/DOS or Division agent.
Requirements: Required Knowledge, Skills, and Abilities Knowledge of:
Knowledge/operation of copier and various office machinery
Knowledge/operation of Microsoft Office, including Microsoft Word and Excel
Office administration and bookkeeping procedures
Record keeping and bookkeeping procedures
Preparation of written materials
Establish and maintain effective and productive working relationships within a diverse and multicultural environment
Support and meet deadlines of multiple long- and short-term projects
Problem-solving, resourcefulness, and thinking creatively
Highly organized and strong attention to detail
Excellent oral and written communication
General computer skills and ability to operate office equipment
Comply with the College's Injury and Illness Prevention Program
Education and Training:
BA degree (Preferred) or equivalent education and experience
Two years experience in an administrative position Physical, Mental and Environmental Demands:
Standing for long periods of time (2-3 times per academic year, particularly during new student Orientation, Convocation, and Commencement).
Work involves sitting for long hours and using office equipment.
Work requires bending to adjust or work with office equipment and assisting with program and event set up.
Work occasionally requires physical exertion such as lifting heavy objects over 50 pounds.
The incumbent will be located in a busy, open office area. Interruptions and meeting with a variety of people will be required on a regular basis.
Must be able to hear and speak in order to communicate effectively.
Being delegated numerous deadlines may be stressful.
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, full-time position and includes an excellent benefits package including medical/dental/vision/life/LTD insurance/403(b) retirement plan,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 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. Pet insurance, long-term care insurance and legal-assistance insurance are available as voluntary benefits.
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 experimenta...tion 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.