Administrative Assistant I

University of Southern California • Los Angeles, CA

24d • Onsite

About The Position

USC Graduate Medical Education Department is seeking an Administrative Assistant I. Working directly under the supervision of the Graduate Medical Education Institutional Coordinator, the Administrative Assistant I works closely with the DIO (Designated Institutional Official), Institutional Coordinator, and Project Specialist. This position plays an integral role in the day-to-day functions of the office. The Administrative Assistant will participate in a range of office and divisional priorities. The successful candidate will be motivated, pro-active, resourceful, and detail oriented. The position requires excellent organizational and communication skills with the ability to be decisive and adaptable. Essential job duties include, but are not limited to: Providing general office support which may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and maintaining electronic and hard copy filing systems. Composing and producing a variety of business correspondence, reports, and related materials while exercising a high degree of discretion and confidentiality. Scheduling and coordinating meetings. Recording and maintaining minutes for various meetings. Arranging with vendors for services, preparing agenda, gathering and organizing supporting information, and overseeing production and distribution of related materials. Performs other related duties as assigned or requested. The University reserves the right to add or change duties at any time.

Requirements

• Bachelor’s degree
• Minimum 2 years of secretarial or specialized clerical, including some administrative experience.
• Minimum 2 years experience
• Minimum Field of Expertise: Secretarial or specialized clerical, including some administrative experience.

Nice To Haves

• 3 years of combined secretarial and administrative experience in a university environment, preferably USC.
• Excellent communication skills – both written and verbal.
• Demonstrated ability to handle multiple projects simultaneously in a fast-paced environment.
• Ability to set priorities and organize time to see projects through to successful completion.
• A cooperative and team-oriented attitude.
• Follows established USC and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, including adherence to the workplace Code of Conduct and Compliance Plan.

Responsibilities

• Providing general office support which may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and maintaining electronic and hard copy filing systems.
• Composing and producing a variety of business correspondence, reports, and related materials while exercising a high degree of discretion and confidentiality.
• Scheduling and coordinating meetings.
• Recording and maintaining minutes for various meetings.
• Arranging with vendors for services, preparing agenda, gathering and organizing supporting information, and overseeing production and distribution of related materials.
• Performs other related duties as assigned or requested.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree