Business Coordinator

USC School of Architecture is a dynamic platform for educating and inspiring architects to analyze problems and create design solutions that both respond to the challenges of our time and embrace the promise of a better built environment. For 100 years, USC Architecture faculty and graduates have pushed beyond the traditional boundaries of the field to pioneer many paradigm-shifting new practices of architecture. Deeply rooted in the city of Los Angeles and also intensely connected globally, USC Architecture works with our surrounding communities to develop and leverage local insights to forge creative works and solutions.

The USC School of Architecture is looking for a customer-centric and outcomes-oriented Business Coordinator to join the Business Office Team. This staff member sill report directly to the Assistant Dean of Finance.

The ideal candidate for this position is an agile, adaptable administrative professional with a range of skills including administration, planning, accounting, project coordination, scheduling, and other executive support. The Business Coordinator operates with tact and discretion; demonstrates excellent interpersonal communication, organizational, and writing skills; and is able to work well in a multi-task-oriented environment. The right candidate demonstrates impeccable ethics and collegiality and promotes an environment that fosters inclusive relationships and upholds principles of the USC Code of Ethics.

This position will report directly to the Associate Dean of Finance. The Business Coordinator will provide a range of services within the Dean's Office, including serving as a receptionist to greet visitors and respond to incoming calls. This position will also support other administrative units within the Dean’s Office including the Dean’s Executive Assistant, the Development team, work with staff in the Communications department, and the various academic Associate Deans and Directors within the USC School of Architecture.

Primary Responsibilities Include:

Office Administration

· Supports a range of administrative services within the Dean’s Office. Assists Executive Assistant with general office management; as a receptionist, greets visitors, screens and prioritizes calls.

· Supports senior school leaders, including but not limited to the Associate and Assistant Deans, Academic Program Directors. This position will also work closely with Faculty, and Students by providing calendaring and other administrative support.

· Work with visiting scholars, guest speakers, and referees by making travel arrangements, coordinating and paying for hotels, submit parking requests, processing reimbursements, and coordinating payment for honoraria with other staff in the Business Office.

· Schedules and coordinates classroom assignments for faculty. This includes assignments for lectures, studios, final exams, and end of semester presentations.

· Provides administrative support to other units on a temporary and as-needed basis. Reports to assigned project/administrative leads during these assignments. Manages basic budgets and financial such as procurement card purchases, Concur reimbursements, and submitting Requisitions.

· Responsible for general office operations including mail management and distribution, ordering supplies for the Dean’s Office and Faculty Lounge, and troubleshooting facilities related requests with the Facilities team.

· Coordinates submitting Internal Service Deliveries with the Business Office for goods and services provided by internal USC departments.

· May assist in onboarding, scheduling, and delegation of responsibilities for student workers.

Events & Activities

· Assists in the production of both in-person and virtual events within the Dean's Office, ensuring that all aspects of the event are coordinated smoothly.

· Manages vendor coordination around events and activities. Handles arrangements with vendors for various services related to event including food and drinks delivery.

· Coordinates logistics including but not limited to parking arrangements, refreshments, lodging and other related details, as well as preparation, organization, and distribution of event materials. Supports events and activity coordination at other units on an as-needed/assigned basis.

Communications

· Responds to all inquiries and requests for information in a timely manner. Serves as an internal resource to administrators, faculty, staff, and/or students. Manages ARCH Front Office email.

· Composes and produces a variety of business correspondence, reports, and related materials as requested by the Assistant Dean of Finance.

· Ensures confidentiality and controls sensitive information.

Business Processes

· Will work on submitting requisitions for various goods and services. Including knowing the types of requisitions and spend categories.

· Knowledge of using procurement cards and processing Procurement Card Verifications (PV) is required.

· Will be processing reimbursements in Concur for guests, students, speakers as well as providing guidance on how to prepare these expense reports.

· Internal Service Deliveries will be used to procure internal USC services. Knowledge of this process is necessary.

· Will order materials and supplies from various vendors including Amazon Business, Office Depot, and various local approved suppliers.

Experience and Systems Knowledge:

Experience working in an academic central Dean’s Office or within higher education will be beneficial.

· Budget management experience is essential for this position. This includes having a solid business acumen related to expenditures, budget, procurement, requisitions.

· Experience working with a cloud-based software platform that specializes in financial management, and enterprise resource planning (ERP) such as Workday is a PLUS.

· Experience using KOALANDER, Google Docs, Zoom, Student Information System, SAP Concur, etc. will be beneficial.

Preferred Education: Bachelor's degree in Business Administration, Accounting, or other Business Related Field.

Preferred Experience: 4 years

In addition, the successful candidate must also demonstrate, through ideas, words and actions, a strong commitment to USC’s Unifying Values of integrity, excellence, diversity, equity and inclusion, well-being, open communication and accountability.

Diversity, equity, and inclusion are central to the mission of the USC School of Architecture. Staff are expected to facilitate a culture of support and service, to model civility and respectful engagement at all times, and to maintain the highest ethical standards and to maintain strict confidentiality across all facets of their work.

Additional Information:

The Business Coordinator will be expected to work onsite for 5 days per week. This position is not eligible for fully remote work.

The hourly rate range for this position is $29.44 - $33.33. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope of 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.

Required Applicant Documents:

A resume and a cover letter are required to be considered for this position. Please feel free to upload your application materials in a single document.

Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.

USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations, including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance, and with due consideration for patient and student safety. Please refer to the Background Screening Policy Appendix D for specific employment screen implications for the position for which you are applying. 

The University of Southern California is an Equal Opportunity Employer that Values Diversity.

USC is a smoke-free environment

USC is an equal opportunity, affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy. USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations, including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance, and with due consideration for patient and student safety. Please refer to the Background Screening Policy Appendix D for specific employment screen implications for the position for which you are applying.

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at (213) 821-8100, or by email at uschr@usc.edu. Inquiries will be treated as confidential to the extent permitted by law.

· Read USC’s Clery Act Annual Security Report

· Affirmative Action and Equal Opportunity Plan

· Pay Transparency Non-Discrimination

· Digital Accessibility

#LI-AW1

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