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Administrative Assistant II

Dornsife College of Letters, Arts and Sciences

This is a Full-time position in Los Angeles, CA posted May 5, 2022.

The USC Dornsife Office of Communication is recruiting for an Administrative Assistant II to join their talented and highly motivated team.

The Administrative Assistant II is responsible for key administrative duties in the Sr.

Associate Deans office and throughout USC Dornsife Office of Communication.

Job Responsibilities:
Organizes and expedites flow of work through executives 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.
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.
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.
Plans meetings and events hosted by the department.

Coordinates arrangements with internal and/or external vendors to include parking, travel, lodging, refreshments, guest speakers, and presentation materials and equipment.

May attend events to ensure arrangements are handled according to plan and as a representative of the executive.

Organize department recurring meetings and events.
Primary responsibility is to provide administrative support for the executive and department staff as needed.
Maintains executives calendars; schedules, accepts, or declines meetings on their behalf.

Reschedules existing appointments as needed.

Makes travel arrangements as requested.

Prepares and submits all travel and non-travel reimbursements for executive and department staff.
Maintains office supplies and emergency supplies.

Places orders as needed.
Ensures confidentiality and controls access to sensitive information such as faculty or staff personnel files.
Assists in budget preparation by gathering historical data in a limited area, such as materials and supplies.

Tracks and monitors assigned budget expenditures and/or special actions and reports on variances.

Provides projections, as requested.
Maintains unit or departmental database and related records.

Enters and/or verifies database transactions.

Provides technical support and design of enhancements.
Coordinates with building management for cleaning, repairs, etc.
Set up in person interviews for job candidates, including coordinating schedule of all interviewers, and other arrangements as necessary.
Assists in maintaining office equipment and purchases.
Onboard new staff and student workers by giving them badges for building entrance.

Send new employees all information needed and provide them with all necessary materials, set up parking if needed, building keycard, keys, supplies, etc.

Salary range: $25
– $31 per hour DOE.

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