Administrative Assistant II

The University of Southern California (USC), founded in 1880, is located in the heart of downtown Los Angeles and is the largest private employer in the City of Los Angeles. USC is consistently ranked among the nation’s most prestigious universities, and the USC Leonard Davis School of Gerontology features one of the world’s best degree and research programs in gerontology. We have an international reputation as a hub of aging research and, with additional strong programs throughout the university leading the way in defining and advancing the field of gerontology.

The USC Leonard Davis School of Gerontology is seeking an Administrative Assistant II to join its team! This is a great opportunity for a reliable and self-motivated person to come in and be part of the Business Office team. Reporting to the Associate Manager for the Business Office, the Administrative Assistant II is a member of a team and is expected to assist and collaborate with colleagues to ensure timely service to departments, units, and vendors, as needed, and to perform backup duties during business office staff vacations or sick leaves.

Responsibilities include but are not limited to the following:

• Organize and expedite the flow of work through the Business Office, initiate follow up action, and serve as a resource to others on school or university procedures.
• Compose and produce business correspondence, reports, confidential documents and/or forms, and related materials.  
• Ensure confidentiality and protect access to sensitive information.

• Maintain departmental calendars, send/receive/distribute emails, sort and redirect mail, order office supplies and, and manage the department's website content.

• Answer and route telephone calls, convey information, advise clients on departmental procedures, respond to inquiries or requests for information or refer to supervisor, as appropriate.
• Coordinate with Facilities Management Services for building-related activities and repairs, building access controls, and maintain building key log.
• Serve as a resource on departmental and university procedures for issue resolution. Interact with university constituents to provide information, resolve problems and coordinate on-site visits.
• Support faculty and staff in financial transactions such as equipment/supplies procurement, accounting for travel expenses, reimbursements, and parking reservations.
• Research and gather data for reports. Conduct preliminary analysis of data. Recommend report content and format to display findings most effectively.
• Assist with budget preparation by gathering historical data in a limited area, such as materials and supplies. Track and monitor assigned budget expenditures and/or special actions and reports on variances. Provide projections, as requested.
• Maintain unit or departmental database and related records. Enter and/or verify database transactions. Provide technical support and design of enhancements.
• Provide guidance to student workers, assigning tasks as needed.

This is a position requiring 5 days working from the UPC Campus.

The successful candidate should possess exceptional communication skills and will be analytical, proactive, and a problem solver as well as be self-motivated and have the ability to exercise sound judgment in prioritizing tasks.

The individual in this position must have the willingness to learn new skills and take on new challenges, as well as having the ability to effectively interact and collaborate with all levels of university administrators and faculty members, including working effectively with individuals of diverse backgrounds.

Minimum Education: Bachelor’s degree, or combined experience/education as substitute for minimum education.

Minimum Experience: 3 years.

PREFERRED QUALIFICATIONS:

• Bachelor's degree in a related field of study;
• Four years of secretarial or specialized clerical and administrative experience;
• Strong written and oral communication and organizational skills;
• Ability to work effectively in a high-energy team environment with a wide variety of technical and administrative personnel;
• Ability to work with minimal supervision;
• A results-oriented focus with the demonstrated ability to prioritize and manage multiple time-sensitive issues and meet deadlines;
• Competency in project management. A broad knowledge of relevant computer software, e.g.: Microsoft Access, Word, Excel, PowerPoint; Outlook, Concur and/or Workday;
• USC experience a big plus

Benefits include a competitive salary, a rich array of USC benefits including healthcare (including dental and vision), 403(b), tuition reimbursement, national holidays, paid vacation, and much more. This is a full-time non-exempt position that will require substantial commitment and flexibility. If you are looking to join a dynamic team and meet all the requirements/experience listed, we encourage you to apply.

The hourly rate range for this position is $26.59–$32.02. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

If you are interested, please submit your fully completed application including a cover letter and resume with references. Thank you for your interest!

USC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy. USC observes affirmative action obligations consistent with state and federal law. USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations, including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance, and with due consideration for patient and student safety. Please refer to the Background Screening Policy Appendix D for specific employment screen implications for the position for which you are applying. 

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at (213) 821-8100, or by email at [email protected]. Inquiries will be treated as confidential to the extent permitted by law.

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