Administrative Assistant II

University of Southern California•Los Angeles, CA

15h•$24 - $28

About The Position

Founded in 1905, the USC School of Pharmacy has played a key leadership role in both the advancement of the field of pharmacy and in the education of new generations of pharmacists, and remains one of the nation’s foremost schools of pharmacy today. The USC Mann School of Pharmacy and Pharmaceutical Sciences is accepting applications for an Administrative Assistant II to provide general administrative support to the department and faculty of the Titus Family Department of Clinical Pharmacy. Job responsibilities include: Maintains unit or departmental database and related records. Enters and/or verifies database transactions. Provides technical support and design enhancement. Serves as a resource to others on departmental and university procedures or in resolving moderate to complete problems or issues. Interacts with university offices and supervisor to facilitate communication and information exchange. Process faculty travel and expense reimbursement through Concur and Workday. Lab or office supplies orders, in addition to department-related expenses using procurement card (P-card) or requisition. Establishes and maintains hard copy and/or electronic files and records, including sensitive information. Maintains currency on revisions to department and/or university policies and procedures. Manages special projects as requested by supervisor and/or department chair. Coordinates department public relations functions, such as special events, conferences, and seminars, as assigned. Arranges with vendors for sites, facilities, catering and guest accommodations and logistics. Prepares production and distribution of promotional materials. Trains and supports faculty teaching/educational software and applications, including Poll Everywhere, Brightspace, ExamSoft, EndNote, and Curriculog. Must possess technical aptitude to learn how to operate audio-visual equipment with software setup; initiate conference calls via Zoom or other apps. Facilitate QGenda, scheduling software, to track county faculty, residents and clinical pharmacists’ service clinic hours. Serves as a resource to others on departmental and university procedures or in resolving moderate to complex problems or issues. Initiates follow-up action. Interacts with university offices and/or supervisor’s subordinates to facilitate communications and information exchange. 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. Reviews and signs, as authorized.

Requirements

Minimum Education: Associate's degree, Combined experience/education as substitute for minimum education
Minimum Experience: 2 years
Minimum Field of Expertise: Secretarial or specialized clerical, including some administrative experience.

Nice To Haves

Must be able to communicate accurately, clearly, and with a high standard of excellence, both written and oral.
Must conduct oneself in a personable and professional manner, with the ability to multi-task and prioritize workload appropriately.
Microsoft Office (Word, Excel and PowerPoint), experience required.
Exceptional customer service skills, including a pleasant and professional phone and email, a positive attitude in resolving problems and concerns promptly and accurately.
Must be able to work independently in a highly multi-faceted department and a team environment.
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.

Responsibilities

Maintains unit or departmental database and related records.
Enters and/or verifies database transactions.
Provides technical support and design enhancement.
Serves as a resource to others on departmental and university procedures or in resolving moderate to complete problems or issues.
Interacts with university offices and supervisor to facilitate communication and information exchange.
Process faculty travel and expense reimbursement through Concur and Workday.
Lab or office supplies orders, in addition to department-related expenses using procurement card (P-card) or requisition.
Establishes and maintains hard copy and/or electronic files and records, including sensitive information.
Maintains currency on revisions to department and/or university policies and procedures.
Manages special projects as requested by supervisor and/or department chair.
Coordinates department public relations functions, such as special events, conferences, and seminars, as assigned.
Arranges with vendors for sites, facilities, catering and guest accommodations and logistics.
Prepares production and distribution of promotional materials.
Trains and supports faculty teaching/educational software and applications, including Poll Everywhere, Brightspace, ExamSoft, EndNote, and Curriculog.
Must possess technical aptitude to learn how to operate audio-visual equipment with software setup; initiate conference calls via Zoom or other apps.
Facilitate QGenda, scheduling software, to track county faculty, residents and clinical pharmacists’ service clinic hours.
Serves as a resource to others on departmental and university procedures or in resolving moderate to complex problems or issues.
Initiates follow-up action.
Interacts with university offices and/or supervisor’s subordinates to facilitate communications and information exchange.
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.
Reviews and signs, as authorized.