The Office of the Dean at the USC Dornsife College of Letters, Arts and Sciences, seeks a full-time Administrative Assistant I to join its team. The largest and oldest of the USC schools, USC Dornsife functions as the academic core of the university, offering courses and advancing knowledge across the humanities, social sciences, life sciences, and physical sciences and mathematics.
We are seeking an experienced Administrative Assistant I to assist with daily operations in our fast-paced executive office on the University Park Campus. The administrative assistant I will primarily provide scheduling and administrative support to several cabinet members and/or executive leaders. Duties and responsibilities include organizing events, arranging travel, researching information, managing expenses, understanding and applying policies and procedures, and other duties as assigned. The administrative assistant I will also help manage front desk responsibilities including greeting and directing incoming guests, answering and directing phone calls, and managing conference room, kitchen and maintenance requests.
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. This role is focused within one of the largest schools within the university, namely USC Dornsife College of Letters, Arts, and Sciences.
Position Requirements:
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Willingness to work on the University Park Campus in Los Angeles, CA. This position is not eligible for remote work.- Excellent interpersonal and communication skills, and attention to detail
- Three years administrative assistant experience, preferably secretarial and administrative experience in a university environment, preferably USC
- Must have proficient computer skills (i.e., Word, Excel, Outlook, PowerPoint, and Adobe) and internet research skills.
- Must be able to effectively handle multiple and overlapping tasks to ensure timely completion within established timelines
Essential Responsibilities:
- Performs administrative duties associated with scheduling and coordinating meetings and planning events. Arranges with vendors for services, prepares agendas, gathers and organizes supporting information, and oversees production and distribution of related materials. Attends functions to ensure satisfactory outcome. Records minutes and summarizes for typing and distribution.
- Supports in-person and virtual events.
- Composes and produces a variety of business correspondence, reports and related materials.
- Serves as internal resource to faculty, administrators, staff or students on departmental and university procedures. Researches information, as requested, and relays official interpretations. Maintains currency on revisions to department, school, and/or university policies and procedures. Edits documents produced by others.
- Responds to inquiries and requests for information requiring knowledge of departmental and university policies and procedures.
- Ensures confidentiality and controls access to sensitive information such as faculty or staff personnel files.
- Provides support to the senior administrative support team in the office.
- Assists with facilities requests.
- Assists in maintaining office equipment and purchases.
- Performs other related duties as assigned or requested. Job duties may be added or modified as needed.
Hourly range: The hourly rate range for this position is $22.01 - $24.25. 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.
Preferred Qualifications and Skills:
- Bachelor’s degree; combined experience/education as substitute for minimum education
- 3-5 years of combined secretarial and administrative experience
- Experience in higher education/academic unit preferred
- Must be dependable, capable of working in a high paced environment and have strong communication and interpersonal skills
- Ability to interact pleasantly with faculty, graduate students, students, and visitors to the office
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: Associate's degree, Combined experience/education as substitute for minimum education Minimum Experience: 2 years Minimum Field of Expertise: Secretarial or specialized clerical, including some administrative experience.
