University of Southern California

Office Assistant I

Posted Yesterday

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University Park, CA, USA

In-Office

21-23 Hourly

Mid level

Edtech

The Role

The Office Assistant I provides administrative support by managing data entry, maintaining records, coordinating communication, and ensuring the intake process is efficient and confidential.

Summary Generated by Built In

Sitting within the Office of Civil Rights Compliance (OCRC), the Office Assistant I delivers comprehensive administrative and operational support, including managing data entry, maintaining records, and coordinating with campus partners. This role facilitates communication across multiple channels, responds to inquiries, and is responsible for case creation in OCRC’s case management system.

The Office Assistant I plays a critical role in supporting an efficient intake process by professionally screening, organizing, and prioritizing reports and concerns to ensure appropriate routing. In addition, the position oversees departmental communications while upholding strict standards of confidentiality and maintaining accurate records within a centralized case management system.

Job Responsibilities:

The candidate for the position of Office Assistant I:

Assists with a streamlined intake process. Accurately and professionally screens, organizes, and prioritizes inquiries and complaints via online reporting portal, in person visits, emails, phone calls, and referrals. Inputs information and data related to these reports into the case management system and determines appropriate routing pathways, and initial next steps.

Enters data into electronic files, databases, and/or spreadsheets. Maintains unit files, logs, and other records.

Manages the department email folders regarding new reports, and organizes communication by the necessary action for the team.

Assists in preparing and processing correspondence, reports, email templates and/or other documents. Types or word processes forms and documents of varying length and content.

Receives visitors and ascertains pertinent information. Answers telephones and provides information or refers calls. Takes and delivers messages. Assists with scheduling appointments and maintaining calendar(s).

Ensures the confidentiality and security of all relevant records and details, and that reports are accurately documented and memorialized in the office’s central case management system.

Assists with the efficient management of standing Initial Assessment Triage Team (IATT) meetings including sending invitations to invited guests, taking attendance during the meetings, and other duties as assigned.

Minimum Qualifications:

The candidate for the position of Office Assistant I must meet the following qualifications:

3 years of experience and high school education or equivalent
General office experience and proficiency in the following: data entry, typing/word processing, filing, and basic math skills for assigned business tasks.
Needs to operate varied office equipment.

Preferred Qualifications:

The ideal candidate for the position of Office Assistant I has the following qualifications:

Specialized/technical training in data entry
Familiarity with Microsoft Office 365 suite (Outlook, Word, Excel, OneDrive, Teams)
Familiarity with case management systems

The budgeted hourly range for this position is $20.84 - $22.73. When extending an offer of employment, the University of Southern California considers factors such as the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer alignment, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

Minimum Education: High school or equivalent, Combined experience/education as substitute for minimum education
Minimum Experience: 3 years
Minimum Field of Expertise: General office experience and proficiency in the following: data entry, typing/wordprocessing, filing, and basic math skills for assigned business tasks. Needs to operate varied office equipment.

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.