Administrative Assistant

The Keck School of Medicine of USC (KSOM) is dedicated to improving the quality of life for individuals and society by promoting health, preventing and curing disease, advancing biomedical research and educating tomorrow’s physicians and scientists. 

The Office of Graduate Medical Education (GME) provides oversight and support for the ACGME accredited graduate medical education programs sponsored by the University of Southern California/LA General Medical Center.  The Administrative Assistant will provide a broad range of key administrative and financial support to the Senior Associate Dean for GME and Program Administrator GME related activities/projects.

Job Accountabilities:

• Assist the Graduate Medical Education current staff, projected staff and faculty in the GME office.  
• Composes and produces a variety of business correspondence, reports and related materials or guides the work of other staff who produce these materials.
• Assist in training program residents and fellows and coordinate program promotional design.
• Ensures confidentiality and controls access to sensitive information such as faculty staff personnel files.
• Responds to inquiries and requests for information requiring knowledge of departmental and university policies and procedures.
• Performs administrative duties associated with scheduling and coordinating meetings and planning events. Arranges with vendors for services, prepares agendas, gathers and organizes supporting information, and oversees production and distribution of related materials. Attends functions to ensure satisfactory outcome. Records minutes and summarizes for typing and distribution.
• Facilitate all logistical arrangements throughout the programs, including lodging and transportation, communication with lecturers and speakers, panel discussions and workshops, enrichment activities such as fieldtrips and cultural activities.
• Communicate with various internal and external departments to facilitate the programs.
• Provide support for office communications strategies and daily operations.
• Coordinate public relations functions, as assigned, such as special events, conferences, seminars, etc.
• Coordinate with vendors for sites, facilities, catering, guest accommodations, etc.
• Coordinate production and/or distribution of promotional materials.
• Assist with other related tasks as assigned.

Skills:

(1)  Experience in high-performance customer service environments.

(2)  Must be able to work both independently and collaboratively in an academic/professional environment.

(3)  Possess excellent organizational skills and the ability to balance multiple tasks.

Required Documents:

Attach cover letter and resume.

Preferred Qualifications:

Preferred Education: Bachelor's degree or related experience

Preferred Experience: 3 years

Required Field of Expertise: Administrative and customer service experience.

The hourly rate range for this position is $23.89 - $27.00. 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 Minimum Field of Expertise: Secretarial or specialized clerical, including some administrative experience.