The University of Southern California (USC), founded in 1880, is located 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.
The USC Alfred E. Mann School of Pharmacy and Pharmaceutical Sciences Deanâs Office is seeking an Administrative Assistant II.Â
Reporting to the Senior Executive Manager to the Dean, the Administrative Assistant II will support both the Associate Dean for Academic and Student Affairs and the Associate Dean for Clinical Affairs in the administration and coordination of projects and activities associated with Academic & Student Affairs and Clinical Affairs.Â
Working collaboratively with USC Mann and other University offices, the administrative assistant will assist with projects and activities related to student organizations, scholarship, licensure examination review, will maintain calendars, schedule meetings, coordinate meeting logistics, manage professional meeting and travel reservations, prepare reimbursement requests and assist with special event planning and coordination. Â In addition, they will provide reports and updates to ensure achievement of projects and special event goals and objectives.
Â Responsibilities and Accountabilities:
Schedules and coordinates meetings, conferences, webinars, and special events, including various community outreach activities such as health fairs. Arranges with vendors for sites, facilities, catering and guest accommodations and logistics.Â Prepares agendas, gathers, and organizes supporting information, and oversees production and distribution of related materials.
Manage professional meeting and travel reservations.
Assist with projects and activities related to student organizations, scholarship, licensure examination review, and communications regarding student progression.
Setup; initiate conference calls and meetings via Zoom or other apps.
Maintains unit or departmental database and related records.Â Enters and/or verifies database transactions.Â Provides technical support and design enhancement.
Process travel and expense reimbursement through Concur and Workday.
Office supplies orders, in addition to department related expenses using procurement card (P-card) or requisition.
Manages special projects as requested by supervisor and/or Associate Deans.
Interacts with university offices and/or supervisorâs subordinates to facilitate communications and information exchange.Â
Composes and produces a variety of business correspondence, reports, confidential documents and/or forms, and related materials or guides the work of other staff who produce these materials.Â Reviews and signs, as authorized.
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.
Must have the ability to communicate accurately, clearly and with a high standard of excellence both written and oral. Must conduct self in a personable and professional manner, with the ability to multi-task and prioritize workload appropriately.Â Microsoft Office (Word, Excel, and PowerPoint), experience required.
Exceptional customer service and active listening skills, with the ability to adapt/respond to different types of situations, with a positive attitude to bring resolution promptly and accurately.
Strong oral and written communication skills, demonstrating diplomacy and the ability to form positive working relationships with a diverse group of people primarily in person but also through phone and email.
Ability to set priorities and organize time to see projects through to successful completion and ensure projects are not lost or forgotten as new needs emerge.
Must possess technical aptitude to learn how to operate audio-visual equipment with software setup, initiate conference calls via Zoom or other apps.
Knowledge of Outlook, Doodle Poll, SharePoint, Qualtrics, Workday, Concur and Microsoft Publisher is a plus.
The hourly rate range for this position is $25.48 - $28.39. 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 candidateâs 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.
Minimum Education: Bachelor's degree, Combined experience/education as substitute for minimum educationMinimum Experience: 3 yearsMinimum Field of Expertise: Secretarial or specialized clerical and administrative experience
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.