Administrative Assistant II
About The Position
The Brittingham Social Enterprise Lab (BSEL) is a Center of Excellence at the USC Marshall School of Business that equips students, faculty and staff with business skills and resources to develop market-based solutions to the wicked problems of the 21st century. Through education, community building, research and professional development, the Lab serves as the hub for social entrepreneurial efforts at the university. Founded in 2008 and endowed in 2014 through a gift from the Brittingham Family Foundation, the Lab is one of the world’s leading research and teaching institutions on social enterprise, providing students across the university and beyond with a foundation in the context and practice of market-based approaches to social issues. Co-curricular programs provide focused, cohort-based support for students committed to pursuing careers in social impact. The Lab also engages in ground-breaking research while bringing in numerous leaders through its Jacobson Family Sustainable Impact Lecture Series. Reporting directly to the Assistant Director, this exciting role will engage directly in supporting the maintenance and growth of the BSEL office. As the Administrative Assistant II, you will be responsible for ensuring our administrative systems and logistics run smoothly and efficiently. This role is an on campus part-time role at 50% effort.
Requirements
- Proven experience in a dynamic office environment with ability to learn quickly and manage a wide variety of work efficiently.
- Intermediate Excel and spreadsheet skills required
- High level of competency with various standard technology platforms, including Office 365 and Zoom
- Ability to problem-solve independently
- Willingness to maintain flexibility and adapt to changing timelines.
- High level of organization and exceptional attention to detail
- Possess exceptional verbal and written communication skills needed to effectively interact with staff, vendors, and executive leadership in a professional and concise manner.
- Minimum Education: Bachelor's degree, Combined experience/education as substitute for minimum education
- Minimum Experience: 3 years
- Minimum Field of Expertise: Secretarial or specialized clerical and administrative experience
Nice To Haves
- Previous experience with procurement, ideally within an institutional, academic, or higher education setting.
- Experience with USC’s administrative systems is a plus (Workday and Concur)
- Recognizes ways that race, gender, and other identities intersect in the work, especially with students we serve.
- Interest and awareness of social impact, social justice, social entrepreneurship or non-profit practices
Responsibilities
- Maintains the BSEL office calendar
- Assists the BSEL team by overseeing the office operations including ordering and stocking supplies, assisting with upkeep of our office equipment and submitting maintenance and facilities requests
- Provides occasional team meeting support (notetaking, follow-up coordination, and scheduling)
- Works in partnership with Assistant Director to onboard and manage student workers
- Develops systems to improve initiative and create more efficient systems.
- Oversees procurement process to strategically source, contract, and pay for goods, services, and equipment for the office and BSEL programs
- Manages monthly budget reconciliation and owns financial record keeping
- Submits invoices, internal service deliveries, staff travel expenses via Workday and Concur
- Monitors budget and assists with budget preparation by gathering historical data, reporting on variances and preparing budget projections, as requested.
- Submits room reservations and parking permit requests for BSEL events
- Coordinates with vendors for sites, facilities, catering, and guest accommodations
- Submits events to USC posting boards and digital screens
- May occasional assist with evening or weekend events, with advance notice and adjusted work hours
- Assists with the production and distribution of promotional materials including digital signage, flyers, posters, mailers
- Maintains and manages the BSEL mailing list and database
- Curates and organizes content, resources, and links for the BSEL newsletter submitted by staff
- Proof reads and reviews documents prior to publication
- Assists with the creation and administration of surveys and other impact measurement tools
Benefits
- health benefits for staff and their family with access to the renowned university medical network
- eligibility for retirement plans with employer contributions
- tuition benefits for staff and their family
- free Professional Development classes
- central Los Angeles location with easy access to commuter trains, buses and free tram pick up services
- discounts to sporting and other campus events
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What This Job Offers
Job Type
Part-time
Career Level
Mid Level
