Administrative Assistant I

University of Southern California•Los Angeles, CA

1d•Onsite

About The Position

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.

Requirements

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.

Nice To Haves

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
Demonstrate, through ideas, words and actions, a strong commitment to USC’s Unifying Values of integrity, excellence, community, well-being, open communication, and accountability.

Responsibilities

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.