Administrative Assistant II

USC Enrollment Management is seeking an Administrative Assistant II to join our team and provide high-level administrative and operational support in a dynamic, student-centered environment. We are looking for someone who brings a strong service mindset and takes pride in providing reliable administrative support. Successful candidates will be comfortable working in a fast-paced environment, communicating with individuals across different levels of the university, learning new systems and processes, and balancing multiple priorities while maintaining a high level of professionalism and accuracy.

The Administrative Assistant II will play an important role in supporting the day-to-day operations of the department, coordinating administrative activities, maintaining records and data, preparing correspondence and reports, and serving as a resource for colleagues and university partners. The ideal candidate is highly organized, detail-oriented, service-focused, and comfortable managing multiple priorities while handling sensitive and confidential information with discretion.

Key Responsibilities

• Organize and coordinate the flow of administrative work, track follow-up items, and assist with resolving routine to moderately complex questions or issues.
• Serve as a resource regarding departmental and university procedures and facilitate communication with campus partners and other university offices.
• Prepare business correspondence, reports, forms, confidential documents, and other administrative materials.
• Maintain confidentiality and appropriately manage access to sensitive departmental, faculty, staff, or student information.
• Maintain departmental databases, records, and other tracking systems, including entering and verifying information for accuracy.
• Screen and prioritize incoming calls, inquiries, and requests for information and determine the appropriate next steps or referrals.
• Research and gather information for departmental reports and assist with preliminary data review and analysis.
• Assist with departmental events, conferences, seminars, meetings, and other activities, including coordinating logistics and working with vendors as needed.
• Support contracts and grants administration, including monitoring information, preparing reports, and coordinating with university partners.
• Assist with budget-related activities, including tracking expenditures and providing information regarding variances or projections.
• Support office operations, equipment, purchasing, and other administrative needs.
• Provide guidance and direction to staff and/or student workers as assigned, including helping coordinate schedules, priorities, and deadlines.

Minimum Qualifications

• Bachelor's degree or equivalent combined education and experience.
• Three years of administrative, secretarial, specialized clerical, or related professional experience.
• Demonstrated ability to organize work, manage competing priorities, and meet deadlines.
• Strong written and verbal communication skills.
• Strong attention to detail and commitment to accuracy.
• Ability to exercise discretion and maintain confidentiality when handling sensitive information.
• Strong customer service and interpersonal skills with the ability to work effectively with a variety of university stakeholders.
• Ability to work independently while contributing effectively as part of a collaborative team.

Preferred Qualifications

• Four or more years of related administrative experience.
• Experience working in higher education, enrollment management, student services, or a similarly complex professional environment.
• Experience maintaining databases, records, reports, or administrative tracking systems.
• Experience coordinating meetings, events, projects, or departmental activities.
• Experience supporting budget, purchasing, contract, or grant-related administrative functions.
• Demonstrated ability to identify issues, follow through on action items, and support efficient office operations.

Please submit a cover letter and resume as part of your application.

In addition, the successful candidate must also demonstrate, through ideas, words and actions, a strong commitment to USC’s Unifying Values.

The hourly range for this position is $27.00 - $32.20. 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.

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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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