Administrative Assistant I

The University of Southern California’s (USC’s) Information Technology Services is seeking a talented Administrative Assistant with an exceptional commitment to service excellence to join its team. As the Administrative Assistant, you will be an integral member of the Senior Office Manager’s team, collaborating with diverse and talented team members to help solve multidimensional information technology problems, improve customer experience, and generate value for our campus stakeholders across a broad base of departments and constituencies.

The Work You Will Do

The Administrative Assistant performs varied secretarial and administrative duties for ITS. As a member of ITS, the Administrative Assistant is expected to demonstrate ITS Values in action.

Job Accountabilities:

The Administrative Assistant:

• 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

• 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

• Ensures confidentiality and controls access to sensitive information such as faculty or staff personnel files

• Responds to inquiries and requests for information requiring knowledge of departmental and university policies and procedures

• 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

• Oversees office operations. Implements changes or enhancements to procedures to improve productivity, efficiency and service

• Assists in maintaining office equipment and purchases

• Edits documents produced by others

• Assists in budget preparation by gathering historical data in a limited area, such as materials and supplies or salaries. Tracks and monitors assigned budget expenditures and reports on variances

• Coordinates the preparation, development and production of major documents, such as proposals, manuscripts, accreditation reviews. Coordinates efforts or contributions of multiple staff and/or faculty

• Researches and gathers data for departmental reports. Conducts preliminary analysis of data. Recommends report content and format to display findings most effectively

• Leads unit employees and/or student workers, as assigned. Schedules, assigns and prioritizes workloads. Sets appropriate deadlines. Monitors performance on a regular basis. Ensures timely completion of unit's work

• Perform other duties as assigned or requested. The university reserves the right to add or change duties at any time

Minimum Requirements

The candidate for the position of Administrative Assistant must meet the following qualifications:

• Associate’s degree or combined experience/education as a substitute for minimum education

• 2 years of experience

• Secretarial or specialized clerical experience, including some administrative experience.

Preferred Requirements

The ideal candidate for the position of Administrative Assistant meets the following qualifications:

• Bachelor’s degree

• Three years of combined secretarial and administrative experience, preferably in a university environment

• Experience performing administrative support activities such as scheduling, coordinating meetings or events, and preparing correspondence

• Experience supporting travel coordination, expense reconciliation, or general administrative processes

• Experience supporting office operations, including tracking information or assisting with basic reporting or budget-related activities

• Ability to maintain confidentiality and handle sensitive information with discretion

• Strong written and verbal communication skills

• Strong organizational skills and attention to detail

• Ability to manage multiple priorities and work effectively in a fast-paced environment

• Ability to build and maintain positive working relationships with staff and stakeholders

In addition, the successful candidate must also demonstrate, through ideas, words and actions, a strong commitment to USC’s Unifying Values of integrity, excellence, community, well-being, open communication, and accountability. 

Salary and Benefits 

The hourly salary range for this position is $23.89-$27.72. 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 alignment, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations. 

To support the well-being of our faculty and staff, USC provides benefits-eligible employees with a broad range of perks to help protect their and their dependents’ health, wealth, and future. These benefits are available as part of the overall compensation and total rewards package. You can learn more about USC’s comprehensive benefits here.  

The Team

The ITS vision aligns strategy, business, and services; affirms ITS cultural values; empowers cross-functional teamwork; embraces world-class best practices; and promotes innovation, excellence, agility, and efficiency. To achieve this vision, ITS is committed to providing a modern technology infrastructure that is resilient and delivers the performance necessary to meet the demands of a growing customer base, training in the latest technologies for its highly productive and motivated workforce, outstanding customer experience, and technology services that are aligned with the university’s mission to provide exceptional learning opportunities for students. ITS is creating a workplace where employees can develop cutting-edge skills, take pride in the services they provide, and have access to the roles and career paths that align to their abilities and potential.

We are looking for top talent to join us on our journey.

ITS Culture

USC’s ITS organization represents a diverse and talented team, committed to supporting a collaborative culture and delivering secure and innovative IT services, core to the mission of USC. ITS values accountability, excellence, and commitment to exceptional customer experience. ITS strives for a supportive and inclusive culture that encourages employees to do their best work every day and where individuals are recognized and celebrated for their contributions.

About USC

USC is the leading private research university in Los Angeles—a global center for arts, technology, and international business. With more than 47,500 students, we are located primarily in Los Angeles but also in various US and global satellite locations. As the largest private employer in Los Angeles, responsible for $8 billion annually in economic activity in the region, we offer the opportunity to work in a dynamic and diverse environment, in careers that span a broad spectrum of talents and skills across a variety of academic and professional schools and administrative units. As a USC employee and member of the Trojan Family—the faculty, staff, students, and alumni who make USC a great place to work—you will enjoy excellent benefits, including a variety of well-being programs designed to help individuals achieve work-life balance.

Come join the USC ITS team and work as a trusted partner in shaping an environment of innovation and excellence.

#LI-Onsite

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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