Administrative Assistant I

University Of Southern California Los Angeles , CA 90009

Posted 3 weeks ago

The USC Stevens Neuroimaging and Informatics Institute is a high-tech neuroimaging research facility located at the USC Health Sciences Campus. We are seeking and administrative assistant to provide a wide variety of administrative support to faculty and staff in the institute.

Essential Functions:

  • Aids in the day-to-day administration of the department. Greets, assists, and directs visitors in a professional manner. Answers, screens, and forwards calls, responds to questions, and delivers messages.

  • 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.

  • 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.

  • 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.

  • Composes and produces a variety of business correspondence, reports and related materials or guides the work of other staff who produce these materials.

  • Edit documents produced by others.

  • Researches and gathers data for departmental reports. Conducts preliminary analysis of data. Recommends report content and format to display findings most effectively.

  • Coordinates the preparation, development and production of major documents, such as proposals, manuscripts, accreditation reviews. Coordinates efforts or contributions of multiple staff and/or faculty.

  • 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 reports on variances.

  • Oversees office operations. Implements changes or enhancements to procedures to improve productivity, efficiency and service.

  • Assists in maintaining office equipment, purchases, processing reimbursements, and other business transactions as needed.

  • Inputs proposal tracking data to the Sponsored Projects Information System. Organizes and prepares documents for filing and completes certification requirements.

  • Coordinates interim reporting and final closeout requirements with Contract and Grant Administrators, Principal Investigators and appropriate University Offices.

  • Performs other related duties as assigned or requested.

Qualifications:

  • Able to work in a team environment and freely exchange ideas

  • Strong organizational and project management skills with the ability to initiate own work and use good judgment with minimal supervision

  • Ability to handle confidential information with discretion

  • Ability to perform detail oriented work with high degree of accuracy

  • Must be able to work and gather requirements independently

  • Bachelor's degree

  • Demonstrated working knowledge of Microsoft Office Suite.

  • A minimum of 2 years' experience working in higher education/university setting; USC experience is highly preferred.

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.

USC is an equal opportunity, affirmative action 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 will consider for employment all qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring ordinance. 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 uschr@usc.edu. Inquiries will be treated as confidential to the extent permitted by law.

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If you are a current USC employee, please apply to this USC job posting in Workday by copying and pasting this link into your browser:

https://wd5.myworkday.com/usc/d/inst/1$9925/9925$34064.htmld


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Administrative Assistant I

University Of Southern California