Administrative Assistant I

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.
• Assists in the planning and execution of recruitment strategies for a major academic program. Maintains academic unit student records and coordinates processes with the USC Office of Academic Records and Registrar and other departments.
• Provides administrative support to faculty and academic committees by coordinating textbook orders, class and exam schedules, curricula changes and new course approvals and changes to the university catalog.
• 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.