Administrative Assistant Ii
3 weeks ago
The Administrative Assistant II position supports the daily operations for the Advancement Office at the USC Viterbi School of Engineering by performing varied administrative duties. This position reports to the Administrative Manager and works closely with the Office of the Dean, and other Viterbi staff. The position will work as part of the Viterbi Advancement Administrative Support Team and cross-train for operational responsibilities to ensure seamless support and coverage throughout the year.
**Primary Responsibilities Include**:
- Tracks and monitors assigned budget expenditures and/or special actions and reports on variances. Processes and tracks payments and reimbursements for department procurement card and travel cards of staff, assist in purchases of event material and supplies.
- Coordinates department public relations functions, as assigned, such as special events, donor visits, various board meetings, etc. Arranges with vendors for sites, facilities, catering, guest accommodations, etc. Coordinates production and/or distribution of promotional materials.
- Screens and prioritizes incoming calls, determining what contact or action is required for satisfactory disposition. Responds to inquiries or requests for information or refers to supervisor, as appropriate.
- Maintains unit or departmental database and related records. Enters and/or verifies database transactions. Provides technical support and design of enhancements.
- Researches and gathers data for departmental reports. Conducts preliminary analysis of data.
- Composes and produces a variety of acknowledgment letters, reports, confidential documents and/or forms, and related materials.
- Maintains and modifies the school's or department's Web site including content, graphical and multimedia displays and communications. Gathers feedback for Web site improvement and enhancement. Tests, maintains and ensures functionality of links. Monitors Web site for consistency, cross-referencing and compliance with university standards for Web site content and development.
- Organizes and expedites flow of work through supervisor's office. Initiates follow-up action. Interacts with University offices, development directors, officers, school/department managers, faculty and/or external contacts necessary to complete assignments.
- Ensures confidentiality and controls access to sensitive information such as donor files.
- Provides administrative support for other development staff as requested.
- Encourage and develop an atmosphere of teamwork within Advancement. Instill and promote an understanding of the Advancement mission and fundraising goals.
Job duties may be added or modified as needed.
Diversity, equity, and inclusion are central to the mission of the USC Viterbi School of Engineering. Viterbi 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**:
This is a hybrid position. The Administrative Assistant II will be expected to work onsite for at least 1 day onsite per week. This position is not eligible for fully remote work.
**Preferred Qualifications**:
None
**Minimum Qualifications**:
Bachelor's degree
3 years work experience
Combined experience/education as substitute for minimum work experience
Secretarial or specialized clerical and administrative experience.
**Required Applicant Documents**:
**USC and the Viterbi School**:
The University of Southern California (USC), founded in 1880, is 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.
Founded in 1905, the USC Viterbi School of Engineering is named for Andrew Viterbi who developed an algorithm to connect the world’s citizens. Similarly, the school, located in Los Angeles, a global center for arts, technology and international business in the heart of the Pacific Rim, is a hub for entrepreneurship that connects students from 64 countries.
USC Viterbi is a pioneer in restoring sight to the blind; restoring memory to sufferers of Alzheimer’s; and socially assistive robots to aid seniors with stroke or children with autism. It is the home of the first operational quantum computing center in academia. Our alumni include Neil Armstrong, first human on the moon; A.C. Mike Markkula, co-founder of Apple; and Wanda Austin, former CEO of the Aerospace Corporation.
The USC Viterbi School is consistently ranked among the top graduate programs (U.S. News and World Report). Under the leadership of Dean Yannis C. Yortsos, the school helped re-imagine the 21st century engineer, pioneering the Grand Challenge Scholars Program i
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