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Office Manager, San Francisco Office
ApplyUniv Adv - Regional Development - CASan Francisco, California
The University of Southern California (USC), founded in 1880, is located in the heart of downtown L.A. and 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.
USC University Advancement division is seeking an Office Manager to join its San Francisco Office team. The incumbent will provide a variety of administrative services and assist in management of department operations, as assigned. Reporting to the Executive Director, San Francisco, the incumbent will also oversee administrative support functions, as assigned.
Job duties may include the following:
Serves as office manager. Supervises at least two full-time staff or the equivalent, coordinates personnel actions for department staff and/or faculty, oversees records and filing systems, controls equipment and supplies, and coordinates electronic information systems and facilities and space planning for operations and staff reporting to supervisor. Examines workflow and revises processes to improve efficiency, as needed.
Coordinates implementation of department policies and procedures. Maintains currency or revisions to department, school and/or university policies and procedures. Develops forms, flowcharts, systems requirements, etc., to facilitate implementation.
Reviews and prioritizes incoming calls and correspondence on behalf of supervisor. Responds to inquiries or refers to supervisor, as appropriate.
Acts as liaison between supervisor and sensitive, confidential or high-profile contacts outside of the department. Acts as liaison between supervisor (and/or other senior department administrators) and their subordinates for communicating information, assignments, priorities and special requests. Monitors status of pending items and follows-up, as needed.
Assists in budget development by gathering, analyzing and reporting data. Provides projections and recommendations, as requested. Monitors assigned budget lines and reports variances.
Researches, gathers, organizes and summarizes data for reports. Analyzes data for trends or conclusions and presents results and recommendations to supervisor.
Assists in fundraising activities. Researches and identifies funding sources, proposal requirements, deadlines, etc. Coordinates preparation and submission of proposals and all auxiliary materials.
Coordinates department public relations functions, as assigned, which may include special events, conferences, seminars, etc. Negotiates with vendors for sites, facilities, catering, guest accommodations, etc. Coordinates production of promotional materials.
Develops and implements security related procedures such as office opening and closing routines, recognition of duress signals and key controls. Coordinates security activities with university public safety department. Promotes and maintains standards for security conscious awareness and behavior. Maintains knowledge of university's crime prevention and suppression programs and services. Ensures dissemination of security related information to staff.
Coordinates, implements and provides administrative support for various projects, activities and aspects of development functions such as research; preparation and maintenance of funding reports; database management; preparation and distribution of funding proposals; development of communication vehicles/tools; tracking/reporting/analysis of development related data; budget administration and special events assistance.
Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.
Combined experience/education as substitute for minimum education
Minimum Field of Expertise:
Office management combined with experience in budget administration.
Preferred Field of Expertise:
Office management experience combined with specialized knowledge of university policies and procedures, preferably those of USC.
Required Documents and Additional Information
Resume and cover letter required (may be uploaded as one file). Please do not submit your application without these documents.
USC has excellent benefits, including health benefits for staff & their family with access to the renowned university medical network; eligibility for retirement plans with employer contributions after six (6) months of employment; tuition benefits for staff & their family; free professional development online courses; central Los Angeles location with easy access to commuter trains, buses & free tram pick up services; discounts to football, basketball & other campus events.
The University of Southern California values diversity and is committed to equal opportunity in employment.
Minimum Education: Bachelor's degree, Combined experience/education as substitute for minimum education
Minimum Experience: 3 years
Minimum Field of Expertise: Office management combined with experience in budget administration.