Administrative Assistant II

2 weeks ago

Los Angeles, California, United States University of Southern California (USC) Full time

The mission of the USC Suzanne Dworak-Peck School of Social Work is to improve the well-being of vulnerable individuals and communities, advance social and economic justice, and eradicate pressing societal problems in complex and culturally diverse urban environments throughout Southern California, the nation, and the world. Our mission is achieved by providing students with experiential, practice, and competency-based learning, and culturally responsive training that is informed by evidence and best practices.

The Office of Academic Affairs within the Suzanne Dworak-Peck School of Social Work is seeking an Administrative Assistant II, with experience in higher education administration and social work graduate education. Successful execution of the position requires extensive interaction with staff and faculty supporting the delivery of multiple social work and nursing graduate degree and certificate programs.

Reporting to the Director of Academic Affairs, the Administrative Assistant II will fulfill the following responsibilities:

  • Organize and expedite the flow of work through the Office of Academic Affairs, initiate follow up action, and serve as a resource to others on school or university procedures.
  • Compose and produce business correspondence, reports, confidential documents and/or forms, and related materials.
  • Ensure confidentiality and protect access to sensitive information.
  • Coordinate department public relations functions, as assigned, such as special events, conferences, and seminars. Arrange with vendors for sites, facilities, catering, guest accommodations. Coordinate production and/or distribution of promotional materials.
  • Assist with contracts and grants administration. Monitor budgets, prepare and submit reports. Interact with university contract administrators and funding agency officers to provide information, resolve problems and coordinate on-site visits.
  • Research and gather data for reports. Conduct preliminary analysis of data. Recommend report content and format to display findings most effectively.
  • Maintain and modify the school's or department's Web site including content, graphical and multimedia displays and communications. Gather feedback for Web site improvement and enhancement. Test, maintain and ensure functionality of links.
  • Monitor Web site for consistency, cross-referencing and compliance with university standards for Web site content and development.
  • Assist with budget preparation by gathering historical data in a limited area, such as materials and supplies or salaries. Track and monitor assigned budget expenditures and/or special actions and reports on variances. Provide projections, as requested.
  • Screen and prioritize incoming calls and emails, determining what contact or action is required for satisfactory disposition. Respond to inquiries or requests for information or refers to supervisor, as appropriate.
  • Maintain unit or departmental database and related records. Enter and/or verify database transactions. Provide technical support and design of enhancements.
  • Assist with maintaining office equipment and purchases.
  • Provide guidance and direction to staff and/or student workers, as assigned. Schedule, assign or prioritize workloads. Sets appropriate deadlines. Minimum Education: Bachelors degree, or combined experience/education as substitute for minimum education. Minimum Experience: 3 years Preferred Qualifications: 4 years or combined experience/education as substitute for preferred education in higher education administration, curriculum design, curriculum implementation. Preferred Skills: Graduate social work education management, facility with learning management systems such as Microsoft Office, Google, Canvas, Zoom. The hourly rate range for this position is $ $28.00. 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 candidates 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. #LI-AW1
    Minimum Education: Bachelor's degree

    Addtional Education RequirementsCombined experience/education as substitute for minimum education
    Minimum Experience: 3 years

    Minimum Skills: Secretarial or specialized clerical and administrative experience.
    Preferred Education: Bachelor's degree

    Preferred Experience: 4 years

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