Job description
The University of Southern California (USC), founded in 1880, is located in the heart of downtown L.A. and is the largest private employer in the City of Los Angeles. As an employee of USC, you will be a part of a world-class research university and a member of the “Trojan Family,” which is comprised of the faculty, students and staff that make the university what it is.
The Department of Biological Sciences - Neurobiology Section seeks an Administrative Assistant II to join its team.
Job duties may include:
- Organizes and expedites flow of work through supervisor's office and/or administrative department. Initiates follow-up action. Serves as resource to others on departmental and university procedures or in the resolution of moderate to complex problems or issues. Interacts with university offices and/or supervisor's subordinates to facilitate communications and information exchange.
- Composes and produces a variety of business correspondence, reports, confidential documents and/or forms, and related materials or guides the work of other staff who produce these materials. Reviews and signs, as authorized.
- Ensures confidentiality and controls access to sensitive information such as faculty or staff personnel files.
- Coordinates department public relations functions, as assigned, such as special events, conferences, seminars, etc. Arranges with vendors for sites, facilities, catering, guest accommodations, etc. Coordinates production and/or distribution of promotional materials.
- Assists in contracts and grants administration. Monitors budgets, prepares and submits reports. Interacts with university contract administrators and funding agency officers to provide information, resolve problems and coordinate on-site visits.
- Researches and gathers data for departmental reports. Conducts preliminary analysis of data. Recommends report content and format to display findings most effectively.
- Maintains and modifies the school's or department's website including content, graphical and multimedia displays and communications. Gathers feedback for website improvement and enhancement. Tests, maintains and ensures functionality of links. Monitors website for consistency, cross-referencing and compliance with university standards for website content and development.
- Assists in budget preparation by gathering historical data in a limited area, such as materials and supplies or salaries. Tracks and monitors assigned budget expenditures and/or special actions and reports on variances. Provides projections, as requested
- Screens and prioritizes incoming calls, determining what contact or action is required for satisfactory disposition. Responds to inquiries or requests for information or refers to supervisor, as appropriate.
- Maintains unit or departmental database and related records. Enters and/or verifies database transactions. Provides technical support and design of enhancements.
- Assists in maintaining office equipment and purchases.
- Provides guidance and direction to staff and/or student workers, as assigned. Schedules, assigns or prioritizes workloads. Sets appropriate deadlines.
Required Qualifications:
- Exceptional customer service skills, including a high level of professional and positive attitude when corresponding via the phone, email or in-person.
- Ability to set priorities and organize time to see projects through to successful completion.
- Ensures confidentiality to sensitive information within the Section.
- High degree of initiative and independent judgment, with the ability to anticipate problems and needs, problem-solve and act independently.
- Microsoft Office Suite (Word, Excel, PowerPoint), Adobe Acrobat, WordPress and more. Comfortable learning new software and technologies.
Preferred Qualifications:
- Bachelor’s degree
- 3-5 years administrative experience in higher education
Hourly range: The hourly rate range for this position is $25 - $28.39. 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.
Required Documents and Additional Information:
- Resume and cover letter required (may be uploaded as one file). Please do not submit your application without these documents.
- Job openings are posted for a minimum of (5) five business days. This job may be removed from posting boards and filled any time after the minimum posting period has ended, so please apply on the same business day if interested.
- USC has excellent benefits, including health benefits for staff and their family with access to the renowned university medical network; eligibility for retirement plans with employer contributions after six months of employment; tuition benefits for staff and their family; free Professional Development classes; central Los Angeles location with easy access to commuter trains, buses and free tram pick up services; discounts to sporting and other campus events.
Performs other related duties as assigned or requested. The University reserves the right to add or change duties at any time.
The University of Southern California is an Equal Opportunity Employer that Values Diversity.
Minimum Education: Bachelor's degree, Combined experience/education as substitute for minimum education Minimum Experience: 3 years Minimum Field of Expertise: Secretarial or specialized clerical and administrative experience
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