Administrative Assistant Ii
2 weeks ago
The University of Southern California (USC), founded in 1880, is located in the heart of downtown Los Angeles and is the largest private employer in the City of Los Angeles. USC is consistently ranked among the nation’s most prestigious universities, and the USC Leonard Davis School of Gerontology features one of the world’s best degree and research programs in gerontology. We have an international reputation as a hub of aging research and, with additional strong programs throughout the university leading the way in defining and advancing the field of gerontology.
The USC Leonard Davis School of Gerontology is seeking an Administrative Assistant II to join its team This is a great opportunity for a reliable and self-motivated person to come in and be part of the Business Office. Reporting to the Associate Manager for the Business Office, the Administrative Assistant II is a member of a team and is expected to assist and collaborate with colleagues to ensure timely service to departments, units, and vendors, as needed, and to perform backup duties during business office staff vacations or sick leaves.
Responsibilities include but are not limited to the following:
- Organize and expedite the flow of work through the Business Office, 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.
- Answer and route telephone calls, convey information, advise clients on departmental procedures, respond to inquiries or requests for information or refer to supervisor, as appropriate.
- Coordinate with Facilities Management Services for building-related activities and repairs, building access controls, and maintain building key log.
- Serve as a resource on departmental and university procedures for issue resolution. Interact with university constituents to provide information, resolve problems and coordinate on-site visits.
- Support faculty and staff in financial transactions such as equipment/supplies procurement, accounting for travel expenses, reimbursements, and parking reservations.
- Research and gather data for reports. Conduct preliminary analysis of data. Recommend report content and format to display findings most effectively.
- Assist with budget preparation by gathering historical data in a limited area, such as materials and supplies. Track and monitor assigned budget expenditures and/or special actions and reports on variances. Provide projections, as requested.
- Maintain unit or departmental database and related records. Enter and/or verify database transactions. Provide technical support and design of enhancements.
- Provide guidance to student workers, assigning tasks as needed.
This position will require five(5) days working from the UPC Campus.
The individual in this position must have the willingness to learn new skills and take on new challenges, as well as having the ability to effectively interact and collaborate with all levels of university administrators and faculty members, including working effectively with individuals of diverse backgrounds.
**PREFERRED QUALIFICATIONS**:
- Bachelor's degree in a related field of study;
- Four years of secretarial or specialized clerical and administrative experience;
- Strong written and oral communication and organizational skills;
- Ability to work effectively in a high-energy team environment with a wide variety of technical and administrative personnel;
- Ability to work with mínimal supervision;
- A results-oriented focus with the demonstrated ability to prioritize and manage multiple time-sensitive issues and meet deadlines;
- Competency in project management. A broad knowledge of relevant computer software, e.g.: Microsoft Access, Word, Excel, PowerPoint; Outlook, Concur and/or Workday;
- USC experience is a big plus
**Minimum Education**: Bachelor’s degree, or combined experience/education as substitute for minimum education.
**Minimum Experience**: 3 years.
Benefits include a competitive salary, a rich array of USC benefits including healthcare (including dental and vision), 403(b), tuition reimbursement, national holidays, paid vacation, and much more. This is a full-time non-exempt position that will require substantial commitment and flexibility. If you are looking to join a dynamic team and meet all the requirements/experience listed, we encourage you to apply.
Minimum Education: Bachelor's degree Addtional Education Requirements Combined 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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