Administrative Assistant II - Resource Employee

Who We Are:

USC is a leading private research university located in Los Angeles – a global center for arts, technology and international business. As the city’s largest private employer, responsible for more than $5 billion annually in economic activity in the region, we offer the opportunity to work in a dynamic and diverse environment, in careers that span a broad spectrum of talents and skills across a variety of academic schools and units. As a USC employee, you will enjoy excellent benefits and perks, and you will be a member of the Trojan Family - the faculty, staff, students and alumni who make USC a great place to work.

The Office:

The USC Office of the Senior Vice President of Human Resources is recruiting for an Administrative Assistant II - Resource Employee to join their talented and highly motivated team. The Administrative Assistant II is responsible for key administrative duties in The USC Office of the Senior Vice President of Human Resources.

This is an 11-month assignment working approximately 20 hours per week as a resource employee. Resource employees are not eligible to receive benefits, with the exception of basic disability and workers’ compensation, and sick time accrual.

Job Responsibilities:

• Organizes and expedites flow of work through executive’s 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.

• Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.

In addition, the successful candidate must also demonstrate, through ideas, words and actions, a strong commitment to USC’s Unifying Core Values: integrity, excellence, diversity, equity and inclusion, well-being, open communication and accountability.

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