Administrative Assistant, Office of Undergraduate Admission

Part-time (.80 FTE), Non-Exempt

The College is recruiting for an Administrative Assistant in the Office of Undergraduate Admission.

Representative Duties

This position serves as a member of the support staff team for the Office of Undergraduate Admission. Specific duties include, but are not limited to the following:

• Working independently, processes a high volume of incoming mail, including important and confidential application materials that require special handling.
• Coordinates and performs large group mailings for the department with multiple enclosures.
• Maintains and updates institutional lists for special mailings.
• Coordinates travel materials and performs travel confirmations for all admission counselors during travel seasons in the fall and spring.
• Performs data entry as needed by admission office.
• Under general supervision, but working independently, manages the front desk and all receptionist functions when the Receptionist is at lunch or out of the office. Serves as the first backup Receptionist, during which this position is the first point-of-contact with prospective students and applicants both on the phone and in person.
• Maintains a high level of customer service at all times but especially when managing the front desk in the Receptionist's absence, including warmly welcoming visitors and personally assuring their needs are met.
• Maintains an updated procedural binder of all administrative procedures so that any backup help can easily function in her/his absence.
• Coordinates and directs work of student assistants as required in various component programs.
• Monitors progress of assigned projects; maintains record-keeping systems and schedules.
• Compiles documents such as master schedules and procedure manuals according to established guidelines.
• Coordinates specific activities and events of assigned office and arranges for auxiliary services.
• Organizes office systems; recommends policies, procedures and program activities.
• Maintains a variety of logs, files and records; controls the release of sensitive information to authorized personnel.
• Maintains current knowledge and records of regulations and requirements applicable to assigned office; monitors transactions, programs and services to assure compliance.
• Uses a variety of office equipment such as personal computers and related software, printers, calculators and copy machines.
• Performs related duties as needed.

Excellent oral communication and customer service skills to serve prospective students, their parents, and all levels of College constituencies. Professional and polished demeanor. Intermediate-level Microsoft Word and Excel as well as data entry skills. Knowledge of telephone techniques and etiquette. Must be able to exercise appropriate initiative and handle matters requiring confidentiality, diplomacy, patience, and sensitivity. Excellent record of attendance and reliability. Ability to carry out assignments with accuracy and attention to detail, work with interruptions, and handle many demands simultaneously. Previous experience handling large group mailings and travel confirmations highly preferred. Ability to exhibit strong customer service orientation for all levels of College constituencies and members of the public. Ability to take appropriate steps to promote and sustain effective working relationships within a diverse multicultural environment. Ability to work safely in compliance with College Injury and Illness Prevention Plan.

Competitive salary commensurate with experience, plus an excellent benefits package including medical/dental/vision/life/LTD insurance/403b retirement plan; 10 days paid vacation the first year plus 13 paid holidays and 12 sick days annually, pro-rated to .80 FTE. Staff also receives free admission to campus events, use of the pool, fitness center, and tennis courts. Tuition remission is also available after an introductory period

To apply, please send resume, cover letter specifying job title, and contact information for three references to:

Human Resources, Mills College, 5000 MacArthur Blvd. Oakland, CA 94613   F: 510.430.3311
hire@mills.edu

 July 9, 2008

 Open Until Filled.

Applications will be reviewed as they are received.