Administrative Assistant I

The Division of Film and Television Production of the School of Cinematic Arts is seeking an Administrative Assistant I to be an assistant to the Chair and Vice Chair of the Film and Television Production Division. Duties will include, but are not limited to:

• Assist the Chair and Vice Chair including managing their schedules and communication, prioritizing email and phones calls, document preparation for meetings and special projects
• Scheduling Coordinator for all major Production led department and interdepartmental meetings. Takes meeting minutes and reports action items
• Coordinates Sabbatical/Leave requests, administrative support for the Full-time faculty promotion process including dossier preparation
• Coordinates the evaluation process for annual faculty reviews and end of semester instructor evaluations
• Oversees departmental communication/informational database including faculty, staff and student contact information, email blast lists and ORG charts
• Catalogs semester syllabi, CVs, student roster photos, and SCA Production faculty updates on the cinema website.
• Compose professional correspondence and maintain communication with faculty, staff, students and supervisor.
• Ensures confidentiality when dealing with sensitive information, such as faculty, staff and student files.
• Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.
• Serves as internal resource to faculty, administrators, staff or students on departmental and university procedures. Researches information, as requested, and relays official interpretations. Maintains currency on revisions to department, school, and/or university policies and procedures.
• Composes and produces a variety of business correspondence, reports and related materials or guides the work of other staff who produce these materials. Reviews and signs, as authorized.
• Performs administrative duties associated with scheduling and coordinating meetings and planning events. Arranges with vendors for services, prepares agendas, gathers and organizes supporting information, and oversees production and distribution of related materials. Attends functions to ensure satisfactory outcome. Records minutes and summarizes for typing and distribution.

Required Qualifications:

• Strong writing and oral communication skills.
• Ability to conduct self in highly personable and professional manner.
• Ability to multi-task and prioritize workload independently.
• Great team player and “can-do” attitude.
• Secretarial, clerical or administrative experience including some financial experience.
• Associate's degree, Combined experience/education as substitute for minimum education

Preferred Qualifications:

• Bachelor’s Degree
• Previous executive assistant and/or manager assistant experience strongly preferred
• Proficiency with Microsoft Office (Word, Excel and PowerPoint), Outlook, Doodle Poll, Qualtrics, Kuali, Concur, Blackboard, Zoom, SIS, and WebAdMIT is a plus.

The hourly range for this position is $23.89 - $29.23 . 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 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.

USC is an equal opportunity 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 observes affirmative action obligations consistent with state and federal law. 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 [email protected]. Inquiries will be treated as confidential to the extent permitted by law.

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