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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 $8 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. Think you’ve got what it takes to join us? We invite you to search our open positions and apply!

Administrative Assistant II

University Advancement Los Angeles, California

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 is comprised of the faculty, students and staff that make the university what it is.

USC University Advancement division is seeking an Administrative Assistant II to join its team.  Reporting to the Manager, Special Projects, the incumbent will provide high-level administrative support to a team of development officers in our Downtown Los Angeles Development Office.

We are looking for a highly-motivated and detail-oriented team player.  The right candidate will be able to juggle a variety of tasks and have excellent customer service skills.

Job duties may include the following:

  • Provides high-level administrative support to department, including but not limited to calendar management, travel arrangements, expense reimbursements, and daily task management.

  • 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.

  • 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.

  • Coordinates department public relations functions, as assigned, such as special events, conferences, seminars, etc. Arranges with vendors for sites, facilities, catering, guest accommodations, etc. 

  • Researches and gathers data for department reports. Conducts preliminary analysis of data. Recommends report content and format to display findings most effectively.

  • Screens and prioritizes incoming calls, determining what contract or action is required for satisfactory disposition.  Responds to inquiries or requests for information or refers to supervisor, as appropriate.

  • Assists in maintaining office equipment and purchases.

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

Skills Required

  • Must have keen organizational skills with strong attention to detail

  • Ability to review documents for accuracy and completeness is essential

  • Must be able to effectively handle multiple and overlapping tasks to ensure timely completion within established timelines

  • Must demonstrate positive communication and interpersonal skills.  Position requires regular interaction with interdepartmental staff, faculty members, and outside collaborators

  • Must have proficient computer skills (i.e., Word, Excel, Outlook, PowerPoint, and Adobe) and Internet research skills

Preferred Experience

  • 3 years executive assistant or administrative assistant experience supporting multiple people

Preferred Qualifications

  • Previous executive assistant experience

Minimum Education: Bachelor’s

Required Application Documents

Please provide a cover letter along with your resume. Please ensure both of these documents are attached.

USC has excellent benefits, including health benefits for staff & their family with access to the renowned university medical network; retirement plans with employer contributions after meeting Program's eligibility period; 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: Secretarial or specialized clerical and administrative experience

REQ20109769 Posted Date: 12/01/2021

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