Administrative Assistant I

Administrative Assistant I

The John Wells Division of Writing for Screen & Television at USC’s School of Cinematic Arts is seeking an Administrative Assistant I to join its team. The John Wells Division of Writing for Screen and Television is a part of the School of Cinematic Arts.  Located in the heart of Los Angeles, The School of Cinematic Arts is one of the leading media schools in the world.  Founded in collaboration with the Academy of Motion Picture Arts and Sciences in 1929, for close to 100 years USC School of Cinematic Arts has been a leader in the entertainment industry. The John Wells Division of Writing for Screen & Television is a part of this legacy as a

word-renowned writing program with many of its alumni creating content for television, film, web, and any other platforms that require storytelling.  The John Wells Division has several degree programs including a Screenwriting Minor, Comedy Minor, Bachelor of Fine Arts, Master of Fine Arts, and a Graduate Certificate. 

As a member of the team, the Administrative Assistant will play a key role in administrative support of the faculty, students, staff, and the Chair of the Writing Division. In this fast-paced environment, the division is seeking someone with exceptional organizational and technical skills, along with written and verbal communication facility. The Writing Division team invites candidates who self-identify as team players and self-motivated problem solvers, to apply for this position. 

Some of these responsibilities and duties will include over the course of a year:

• Assist the Chair of the Writing Division and provide support as requested.  This can include such responsibilities as managing the Chair’s schedule and calendar, support for presentations, research projects, and other tasks as assigned.   
• Be a daily presence in the division, acting as a filter for questions and minor issues of students and faculty, in support of staff and the chair.
• Manage and maintain the operations of the front office including ordering of supplies, scheduling rooms, oversight of parking, phones, student workers, guests, etc.
• Manage a team of Student Workers and Departmental Assistants to facilitate professors including but not limited to training, scheduling, hiring, payroll, and general human resources.
• Build and maintain a database of all alumni, current students, and faculty from the Writing Division and track industry successes.
• Conduct undergraduate advisement, clearance for courses, and maintain/update student records. 
• Coordinate the distribution and collection of scholarship scripts to respective committees.
• Take minutes at curriculum meetings, faculty meetings, and other meetings as needed.  
• Maintain office management budget, track spending, process receipts of various purchases, events, and courses.
• Reconcile receipts and maintain records for all financial purchases for the division.
• Coordinate events for the division including but not limited to receptions, faculty meetings, curriculum meetings, etc. 
• Oversee and manage the social media accounts for the John Wells Division of Writing for Screen and Television.
• Facilitate in the promotion of students, classes, website information, and other public relations endeavors for the division.
• Perform other duties as assigned or requested.

Preferred Qualifications:

• Prior experience of 1-year or more working as an assistant in a fast-paced environment with the ability to maintain records, calendar, appointments, and other scheduled tasks.  Professional experience as an executive assistant preferred.
• Strong written and oral communication skills including but not limited to copy editing, presentations, e-mails, power point, etc.
• Strong organizational skills and the ability to manage several on-going projects.
• Prior experience at a large institution managing their social media accounts and are comfortable working/posting in that space.  
• Experience speaking to large groups and making formal presentations including a comfort level with Keynote or PowerPoint. 
• Ability to be flexible and adaptable in the face of changing priorities and fluctuating workloads.  Including trouble shooting solutions and providing potential solutions to supervisor. 
• Able to build and maintain professional relationships within the School of Cinematic Arts and USC; able to communicate with all levels of management. In addition, utilizing strong inter-personal skills to communicate effectively and professionally with students.
• Proficient with a computer, Zoom, and Microsoft Office (Excel, Word, Outlook etc.). Prior experience with survey and data collection.
• Typing speed of at least 60 wpm
• A high ethical and moral standard, maintaining confidentiality and neutrality at all times.  

Required Documents and Additional Information

• Resume and cover letter required (upload as one file) through the application portal.  Please include up to 3 references.  
• Currently, USC requires all students, faculty, and staff to submit proof of COVID-19 vaccination and flu vaccination in order to access campus facilities. There is an exemption process available for medical and religious reasons.  Your safety is our top priority. 
• USC has excellent benefits, including health benefits for staff and their family with access to renowned university medical network; eligibility for retirement plans with employer contributions*; tuition benefits for staff and 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. 
• The University of Southern California is an Equal Opportunity Employer that Values Diversity. 

The hourly rate range for this position is $28.72-$29. 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.

Minimum Education: Associate's degree

Combined experience/education as substitute for minimum education

Minimum Experience: 2 years

Preferred Education: Bachelor's degree

Preferred Experience: 3 years

Job Profile Summary 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. Job Description Performs varied secretarial and administrative duties for an academic or administrative department.