Administrative Assistant II

USC Physics and Astronomy seeks Administrative Assistant II to join its team who will provide a range of administrative and academic support services functions. This position will serve as first point of contact and provides various administrative support for faculty, students, and staff or outside external sources in department satellite office.

Responsibilities and Duties:

• Serve as first point of contact and provides various administrative support for faculty, students, and staff or outside external sources in department satellite office.
• Manage building and facilities related issues for Physics; Effective liaison (point person) with Facilities Management Services (order keys, replace lights, etc); distribute and post all notices related to department buildings.
• Assist with scheduling and coordinating departmental colloquium and research group meetings and planning events. Must learn and excel at setting up Zoom meetings. Arrange with vendors for services, prepare agendas, gather and organize supporting information.
• Assist with purchasing via Workday Financial System, delivery and reconciling activities for faculty research labs; Interface with vendors as required.
• Assist with reimbursements via Concur.
• Maintain calendar requests for department conference rooms.
• Maintain building key database for multiple departmental buildings.
• Assist with class related tasks as needed in support of Student Services Assistant; make photocopies, schedule exam rooms with Classroom Scheduling, etc.
• Oversee maintenance of department printers and copiers; Liaison with Dornsife Technology Services for service requests.
• Liaison with Dornsife Architectural Services for office remodels, furniture orders, building related facilities shutdowns, card swipe access for Physics, etc.
• Maintain and update the departmental Business Continuity Plan (Disaster Preparedness Plan);
• Maintain current office/lab emergency contact lists for all department buildings.
• Oversee mailroom and deliveries; prepares shipments; daily errands as needed between buildings and/or across campus as needed.
• Coordinate delivery/scheduling of department or lab supplies such as perishables, cryogenics, compressed gasses, etc. including coordination of large and/or valuable lab equipment.
• Maintain and conduct annual space and equipment inventory management.
• Assist at departmental functions, including commencement ceremonies, and associated meetings to ensure satisfactory outcome.
• Manage department website updates and program materials.
• Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.

Required Skills:

• Exceptional customer service skills, including a pleasant and professional phone and email presence and a positive attitude in resolving problems and concerns promptly and accurately.
• Must be able to work independently in a separate building with high foot traffic and minimal supervision but also work in a team environment.
• Strong oral and written communication skills, demonstrating diplomacy and the ability to form positive working relationships with a diverse group of people primarily in person but also through phone and email.
• Ability to set priorities and organize time to see projects through to successful completion and ensure projects are not lost or forgotten as new needs emerge.
• Ensures confidentiality to sensitive information within the department.
• Ability to perform detail oriented work with a high degree of accuracy.
• High degree of initiative and independent judgment, with the ability to anticipate problems and needs, problem-solve and act independently.
• Basic understanding of laboratory research environment (preferred).
• Microsoft Office Suite (Word, Excel, PowerPoint), Adobe Acrobat, Publisher and more. Comfortable learning new software and technologies.
• Must possess technical aptitude to learn how to operate audio-visual equipment with software setup.
• USC systems such as Concur, Workday Financial System highly preferred.

Preferred Qualifications:

• Bachelor’s Degree
• 2 or more years in higher education environment
• Ability to be flexible and adaptable in the face of changing priorities and fluctuating workloads, thrive in a student-centric, team-oriented environment, and multi-task on a wide variety of responsibilities that are detail oriented and require excellent judgment and tact.
• Knowledge of USC systems such as Concur, Workday Financial System, Student Information System (SIS), Blackboard highly preferred.

ADDITIONAL INFORMATION pertinent to this specific position:

• This position is full-time, non-exempt / 37.5 hours per week.
• Required work hours are 8:30am – 5:00pm Monday – Friday
• This is not a remote position.
• Salary range: $25 - $28 per hour - DOE

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.

• Job openings are posted for a minimum of (5) five business days. This job may be removed from posting boards and filled any time after the minimum posting period has ended, so please apply on the same business day if interested.

• USC has excellent benefits, including health benefits for staff and their family with access to the renowned university medical network; eligibility for retirement plans with employer contributions after six months of employment; tuition benefits for staff and their family; free Professional Development classes; central Los Angeles location with easy access to commuter trains, buses and free tram pick up services; discounts to sporting and other campus events.

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

The University of Southern California is an Equal Opportunity Employer that Values Diversity.

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