Assistant Office Manager

The USC International Academy is seeking an Assistant Office Manager with strong administrative, organizational, and interpersonal skills, and a high desire to succeed in a dynamic organization. The Assistant Office Manager establishes and organizes office standards and procedures, provides administrative support to all staff and teachers, manages the day-to-day scheduling of front desk personnel, recruits, hires, and trains all assigned subordinate employees, organizes student and employee activities and events, and provides reports on progress and regular feedback to the Academy’s management team.  The successful candidate will be customer-service and teamwork oriented, demonstrating the ability to work collaboratively across multiple departments to achieve objectives. This is a full-time position working 4 days per week onsite. 

Qualifications:

• Bachelor’s degree

• 3+ years of experience in office management with budget administration 

• Strong interpersonal, written and oral communication skills

• Strong analytical skills and desire to support decision-making processes through the use of data and to analyze trends and patterns using data

• Ability to work with close attention to detail and willingness to ensure a quality student experience

• Excellent project management, supervision and organizational skills

• Strong ability to manage multiple projects on tight deadlines and prioritize appropriately

• Strong track record of delivering consistent and excellent customer service

• Strong problem solving and analytical skills; experience using Microsoft Excel to track large amounts of data and perform quantitative analysis

• Ability to work in a fast-paced environment with the willingness to adapt to changing priorities

Preferred qualifications:

• Experience working with international students in a language school setting 

• Second language ability

• Experience living, studying or working outside of the USA 

Job Accountabilities:

• Maintains office efficiency. Supports the Director of Administration in office operations including office supply and equipment inventory and procurement, suite/desk key distribution, building access, classroom and conference room reservations and building maintenance/ad hoc facilities-related troubleshooting. 

• Establishes and organizes office standards and procedures including security and emergency preparedness protocols and training for Academy employees. Develops forms, flowcharts and system requirements for information and training. 

• Plans and executes student activities (minimum twice per week), including special events, seminars, and orientation. While leading activities, may need to work on some Saturdays. 

• Recruits and hires student workers. Provides training and guidance and sets priorities to ensure performance objectives and deadlines are met. Supervises all front desk student workers. 

• Liaises and negotiates with vendors for sites, facilities, catering, etc. 

• Assists in the administration of fiscal resources; gathers pertinent financial information to determine expenditure. Produces financial reports, as needed. 

• Communicates information, assignments, priorities and special requests. Monitors the status of pending items and follow-up, as needed. 

• Perform all related duties as assigned or requested.

The annual base salary range for this position is $65,804.63 - $75,000.00. 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: Bachelor's degree Accounting Or Bachelor's degree in related field(s) Additional Education Requirements Combined experience/education as substitute for minimum education Minimum Experience: 2 years experience in a professional office environment. Minimum Skills: Excellent written and oral communication skills. Demonstrated experience managing complex departmental financial processes and records. Preferred Experience: 3 years experience in a professional office environment. Preferred Skills: Exceptional written and oral communication skills. Strong organizational instincts and attention to detail. Excellent interpersonal skills and proven success in cross-functional collaboration. Knowledge of human resources, purchasing, and procurement processes.