Administrative Coordinator

To be considered for this opportunity, please submit a cover letter with your resume – this can be added at the same place in the application process either as a separate document or one document with resume.

About Student Life at USC

USC Student Life is devoted to supporting, educating, and engaging students. USC Student Life is focused on providing all students the opportunity to reach their educational, personal, and professional aspirations.

About Campus Activities

The Campus Activities department significantly impacts the student experience for a campus of approximately 50,000 students. Campus Activities’ mission is to build community and foster leadership development through co-curricular opportunities that enhance the Trojan experience. The department is responsible for the key functional areas of Recognized Student Organization support and services, Student Government advisement and support, campus-wide student programming, and leadership of the Trojan Welcome Experience programming and planning. In collaboration with the Director, and Assistant Directors, the Administrative Coordinator will support office operations, office policy and procedures enforcement, uphold office systems, and support Student Government and Campus Activities financial and budget management.

About the Opportunity

The Campus Activities Administrative Coordinator is the primary administrative assistant and operations management for the Office of Campus Activities. The Administrative Coordinator provides administrative support to all Campus Activities units, including Student Programming, Recognized Student Organizations, Hazing Prevention, Graduate Student Government, Undergraduate Student Government, and Student Life initiatives. The Administrative Coordinator is responsible for supporting budget and fiscal management for the Campus Activities office, Student government accounts, and supporting the units with financial requests. The Administrative Coordinator assists with helping execute and maintain long-term planning, goal setting, policy development, and assessment for the department’s operations and finances.

Roles and responsibilities include:

• Manage administrative operations for the Campus Activities Department
• Provide reception services for the Campus Activities Department as needed
• Recruit, hire, train and supervise student staff and graduate student workers
• Manage student payroll; new hire paperwork and timesheets
• Manage office supplies and equipment needs
• Schedule appointments, meeting, and events
• Assist with department projects and programs
• Process financial requests for all department units
• Reconciliation of expenditures of all department accounts: Campus Activities, USG, GSG, and RSOs.
• Set up and maintain accounts, ledgers, journals, files, blanket requisitions, reports, and/or other documentation for departmental or university accounts.
• Prepare and submit accounting documents for processing. Determine appropriate fund allocations and secure proper approvals.
• Enter data from various source documents into accounting systems. Review source data for completeness and accuracy prior to input.
• Record and reconcile income and expenses. Monitor actual performance of budget and prepare reports.
• Approve and process budget amendments, account charges, expense transfers and closing entries and reports.
• Confer with staff, students, or external contacts to provide information and/or resolve problems relating to financial transactions.
• Provide technical support for accounting issues.
• Create systems, policies, and resources to improve processes for department and students.
• Ensure compliance with internal policies and external regulations and restrictions.
• Collaborate with campus partners, provost finance, and accounts payable to make sure financial transactions are completed withing deadlines and request support when needed.
• Cost Center support and approvals where deemed necessary.
• Financial systems management of budget and accounting workbooks, files, and procedures
• for the department.
• Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.
• In addition, the successful candidate must demonstrate, through ideas, words and actions, a strong commitment to USC’s Unifying Values.

Preferred Qualifications:

• Bachelor’s Degree
• 3 years of experience in an administrative field within a university environment, preferably USC
• University Experience and or knowledge of Workday Finance
• Experience working in a student service/support office
• Ability to use a variety of bookkeeping/accounting software applications such as databases, spreadsheets, etc., as required.

Minimum Qualifications

• Associate’s Degree
• Combined experience/education as substitute for minimum education
• 2 years of experience in an administrative field.
• 1-year related bookkeeping/accounting experience and or budget management.

The hourly rate for this position is $26.66 per hour at 37.5 hours a week. 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 alignment, federal, state, and local laws.

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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.