Administrative Assistant II

Administrative Assistant II

The University of Southern California (USC), founded in 1880, is 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 comprises the faculty, students, and staff that make the university a prime place to learn, grow, and succeed.

University Advancement is committed to fostering a diverse, equitable, and inclusive culture in which all advancement staff and our stakeholders have the opportunity to connect, belong, and grow while supporting the University of Southern California's mission, values, and goals.

University Advancement is seeking an Administrative Assistant II to join its Central Development team. Reporting to the Development Office Manager, the incumbent will provide high-level administrative support to a team of development officers in our central development office (based in downtown Los Angeles) and in our regional offices located in San Francisco and New York.

The ideal candidate is a highly motivated and detail-oriented team player who has demonstrated success in owning a variety of tasks and projects with diligence, efficiency, excellent communication, and a commitment to customer service.

This is a hybrid position under our current work arrangement plan, with the expectation of on-site presence in our downtown Los Angeles office (USC Tower).

Responsibilities

• Provide high-level administrative support to Central Advancement development department, including but not limited to calendar management, travel arrangements, expense reimbursements, and daily task management.

• Serve 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 other team members 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.

• Coordinates department public relations functions, as assigned, such as special events, conferences, seminars, etc. Arranges with vendors for sites, facilities, catering, guest accommodations, etc.

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

• Screens and prioritizes incoming calls, determining what contract or action is required for satisfactory disposition. Responds to inquiries or requests for information or refers to supervisor, as appropriate.

• Assists in maintaining office equipment and purchases.

• Performs other related duties as assigned or requested.

Minimum Qualifications

• Bachelor's degree.

• Combined experience/education as substitute for minimum education.

• 3 years executive assistant or administrative assistant experience supporting multiple people.

• Keen organizational skills with strong attention to detail.

• Ability to review documents for accuracy and completeness.

• Ability to effectively handle multiple and overlapping tasks to ensure timely completion within established timelines.

• Positive communication and interpersonal skills. (This position requires regular interaction with interdepartmental staff, faculty members, and outside collaborators.)

• Proficient in Word, Excel, PowerPoint and Outlook.

• Extensive calendaring experience.

Preferred Qualifications

• 5 years executive assistant or administrative assistant experience supporting multiple people and priorities.

• Familiarity with Salesforce and Concur.

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.

The hourly rate range for this position is $24.62 - $30.77. 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.

USC has excellent benefits, including health benefits for staff & their family with access to the renowned university medical network; eligibility for retirement plans with employer contributions after six (6) months of employment; tuition benefits for staff & their family; free professional development online courses; central Los Angeles location with easy access to commuter trains, buses & free tram pick up services; discounts to football, basketball & other campus events.

The University of Southern California values diversity and is committed to equal opportunity in employment.

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

USC is a smoke-free environment

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 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 uschr@usc.edu. Inquiries will be treated as confidential to the extent permitted by law.

• Read USC's Clery Act Annual Security Report
• Affirmative Action and Equal Opportunity Plan
• Pay Transparency Non-Discrimination
• USC is an E-Verify Employer
• Digital Accessibility

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$113827.htmld