Administrative Assistant II

Since 1897, the Ostrow School of Dentistry has shaped talented students into outstanding dentists and dental hygienists. Our challenging clinical education and our expert faculty members provide future oral health professionals with the skills they need to become the best.

We, at the Herman Ostrow School of Dentistry of USC, are all committed to maintaining an environment of excellence and eminence, and this commitment shines through in all that we do.

Herman Ostrow School of Dentistry of USC, Dental Public Health and Community Outreach department is looking for an Administrative Assistant II to join the team! The Administrative Assistant II performs varied administrative and general office duties for the department. Supports the department under the direction of Dr. Roseann Mulligan, the Associate Dean. Responsible for administrative and clerical work including, but not limited to, organizing & expediting flow of work and initiates follow up action, performing admin duties associated with scheduling & coordinating meetings, research data for project reports and conducts preliminary analysis of data, tracks and monitors budget expenditures on projects and reports on variances or discrepancies. Assist in grant and project budget preparations by gathering data for materials & supplies, compensation and other expenditures and will perform other responsibilities as assigned. 

Job Accountabilities:

• Assists with budget preparations for grant proposals.
• Uses internal USC financial systems for reconciling and tracking expenditures, resolves issues or discrepancies. Submits payroll changes for employees. 
• Research & gathers data for reports & provides preliminary analysis.
• Organizes and expedites flow of work through supervisor'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.
• 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.
• Ensures confidentiality and controls access to sensitive information such as faculty or staff personnel files.
• Coordinates department public relations functions, as assigned, such as dedicated events, conferences, seminars, etc. Arranges with vendors for sites, facilities, catering, guest accommodations, etc. Coordinates production and/or distribution of promotional materials.
• Assists in contracts and grants administration. Monitors budgets, prepares, and submits reports. Interacts with university contract administrators and funding agency officers to provide information, resolve problems, and coordinate on-site visits.
• Research and gather data for departmental reports. Conducts preliminary analysis of data. Recommends report content and format to display findings most effectively.
• 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/or special actions and reports on variances. Provides projections, as requested.

Preferred Qualifications:

• Excellent written and communication skills
• Experience with budgets and data, strong math & excel skills

The hourly rate range for this position is $24.00 - $26.67 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: Bachelor's degree. Combined experience/education as substitute for minimum education Minimum Experience: 3 years Minimum Skills: Secretarial or specialized clerical and administrative experience.