Office Manager, San Francisco Office

Office Manager, San Francisco Office

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 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 Office Manager, San Francisco Office to join its team. Our SF office was established in 2011 and is responsible for establishing philanthropic support for USC’s strategic goals and objectives and cultivating and maintaining a visible and successful USC presence in Northern California.

Reporting to the Associate Vice President of University Advancement, the incumbent will serve as an administrative and operational leader in managing department operations and providing executive support to the Associate Vice President. This position oversees a broad array of administrative functions and continuously finds ways to improve systems, processes, and procedures. The ideal candidate has excellent communication skills and the ability to build collaborative relationships across a complex organization.

This is a hybrid position under our current work arrangement, with the expectation of on-site presence in our San Francisco office, with occasional trips to Los Angeles as needed. Candidates must reside in the Bay Area and be within commuting distance of the San Francisco office. This position includes evening and weekend work as needed.

Responsibilities

• Serve as department operations manager and the primary administrative contact for USC University Advancement’s San Francisco office. Review and prioritize incoming calls and correspondence on behalf of the supervisor.

• Coordinate, implement, and provide administrative support for various projects, activities, and aspects of development functions such as research; preparation and maintenance of funding reports; database management; preparation and distribution of funding proposals; development of communication vehicles/tools; tracking/reporting/analysis of development-related data; budget administration and special events assistance.

• Manage a small portfolio and assist in fundraising activities, including: research and identifying funding sources, proposal requirements, deadlines, etc. Coordinate preparation and submission of proposals and all auxiliary materials.

• Serve as liaison between supervisor and sensitive, confidential, or high-profile contacts outside of the department.

• Serve as liaison between supervisor (and/or other senior department administrators) and their subordinates for communicating information, assignments, priorities and special requests. Monitor status of pending items and follow up, as needed.

• Coordinate personnel actions for department staff and/or faculty, oversee records and filing systems, control equipment, and supplies, and coordinate electronic information systems and facilities and space planning for operations and staff reporting to supervisor.

• Coordinate implementation of department policies and procedures. Maintain currency or revisions to department, school and/or university policies and procedures.

• Assist in budget development by gathering, analyzing, and reporting data. Provide projections and recommendations, as requested. Monitor assigned budget lines and report variances.

• Research, gather, organize, and summarize data for reports. Analyzes data for trends or conclusions and presents results and recommendations to the supervisor.

• Coordinate department public relations functions, as assigned, which may include special events, conferences, seminars, etc. Negotiate with vendors for sites, facilities, catering, guest accommodations, etc. Coordinate production of promotional materials.

• Develop and implement security-related procedures such as office opening and closing routines, recognition of duress signals, and key controls. Coordinate security activities with the university public safety department. Promote and maintain standards for security-conscious awareness and behavior. Ensure dissemination of security-related information to staff.

• Examine workflow and revise processes to improve efficiency, as needed.

• Perform other duties, as assigned.

Minimum Qualifications

• Bachelor’s degree (combined experience/education as a substitute).

• 3+ years of office management and budget administration experience.

• Excellent planning, organizational, and interpersonal skills.

• Detail-oriented with excellent written and oral communication skills.

• Proficient in Microsoft Office and other computer systems.

Preferred Qualifications

• Excellent communication (written/verbal) skills, including the ability to interact effectively with internal staff and external stakeholders.

• 5+ years of relevant experience, specifically in office management.

• Experience working in higher education and/or advancement/development.

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 budgeted salary range for this position is $80,000 – $94,000. 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 once you meet Program's eligibility; 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: Office management combined with experience in budget administration.