Administrative Assistant II

The University of Southern California (USC), founded in 1880, 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.

We are looking for a highly motivated and qualified candidate with specialized clerical and administrative experience.

Specific Job Duties:

• Coordinate patient reimbursements and follow up with the appropriate departments.

• Handle corporate card account reallocations.

• Responsible for departmental purchasing, including office supplies, computers, and equipment leases.

• Welcome new employees and coordinate email accounts, ID cards, and system access.

• Add new suppliers and venders into the university’s system.

• Review invoices to ensure accuracy and determine which account numbers should be charged.

• 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 special 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.

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

• Maintains and modifies the school's or department's Web site including content, graphical and multimedia displays and communications. Gathers feedback for Web site improvement and enhancement. Tests, maintains and ensures functionality of links. Monitors Web site for consistency, cross-referencing and compliance with university standards for Web site content and development.

• 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.

• 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.

• Maintains unit or departmental database and related records. Enters and/or verifies database transactions. Provides technical support and design of enhancements.

• Assists in maintaining office equipment and purchases.

• Provides guidance and direction to staff and/or student workers, as assigned. Schedules, assigns or prioritizes workloads. Sets appropriate deadlines.

• Performs other related duties as assigned or requested.

Preferred Qualifications

Preferred Education: Bachelor’s Degree; Combined experience/education as substitute for minimum education.

Preferred Experience: 3 years

Supervises: N/A

Preferred Field of Expertise: Secretarial or specialized clerical and administrative experience.

Special Instructions to Applicants

Applicant Attachments (Required): Cover Letter and Résumé

The hourly rate range for this position is $24.62 - $33.48/hour. 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 consideration.

The University of Southern California strongly values diversity and is committed to equal opportunity in employment.  Women and men, and members of all racial and ethnic groups, people with disabilities, and veterans are encouraged to apply.

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