Administrative Assistant II

University of Southern California • Los Angeles, CA

10h • Onsite

About The Position

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 a great place to work. The USC Dana and David Dornsife College of Letters, Arts and Sciences is seeking an Administrative Assistant II at the Brain and Creativity Institute (BCI) and Dornsife Cognitive Neuroimaging Center (DNI). The largest and oldest of the USC schools, USC Dornsife functions as the academic core of the university, offering courses and advancing knowledge across the humanities, social sciences and natural sciences. The Administrative Assistant II position involves a broad spectrum of duties to support the BCI Director and the daily operations of the BCI and DNI.

Requirements

• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to work independently and collaboratively in a team environment while providing timely and effective support to staff members as needed.
• Able to commit to an on-site work schedule of Monday through Friday, 8:30 am to 5:00 pm.
• Proficiency in Microsoft Word and Excel.
• Ability to handle, maintain, and safeguard sensitive and confidential information with the highest level of discretion and professionalism.
• Experience supervising direct reports, including if applicable, hiring, onboarding, training, performance management, setting priorities, and professional development.
• Minimum Education: Bachelor's degree
• Combined experience/education as substitute for minimum education
• Minimum Experience: 3 years
• Minimum Skills: Secretarial or specialized clerical and administrative experience.

Nice To Haves

• Skilled in Workday Financial System, Priority Software Facility Billing System and Word Press.
• Preferred Education: Bachelor's degree
• Preferred Experience: 4 years

Responsibilities

• Provide comprehensive administrative support ensuring efficient daily operations and effective communication.
• Screen, prioritize, and respond to emails as directed; prepare correspondence and print materials as requested.
• Prepare, format, type and print manuscripts, scientific reviews, research articles, and other professional documents such as letters of recommendation for colleagues, BCI faculty and graduate students.
• Coordinate, prepare, and finalize annual Chair, Institute, and Endowment reports, ensuring accuracy, completeness, and timely submission.
• Maintain and update the Director’s calendar and task management system as needed.
• Prepare monthly reports of BCI accounts utilizing Workday Financial Systems.
• Update curriculum vitae, professional biographies, and other profile materials monthly.
• Prepare travel itineraries and related travel arrangements, excluding air transportation bookings. Post travel, prepare reimbursement requests with supporting documentation.
• Perform campus-related errands, including deliveries and coordination with university departments, libraries, and administrative offices.
• Coordinate the scheduling, organization, logistics, and communication of monthly luncheon meetings for the Society of University Professors throughout the academic year.
• Support contract and grant administration by coordinating documentation, monitoring deadlines, and assisting with administrative processes.
• Provide periodic administrative support to the DNI Director.
• Assist BCI faculty with iVIP guest requests in compliance with university requirements.
• Attend quarterly Administration and Finance Update meetings and, when unable to attend, review Zoom recording to stay current on institutional developments.
• Collaborate with Office Assistant to prepare Cammilleri Hall rental agreements, collect rental fees, and maintain effective communication with prospective clients. Attendance at events is not required.
• Partner with Office Assistant to update BCI website, ensuring content accuracy and relevancy.
• In the absence of the Office Assistant, order office supplies, assist with conference room reservations, and submit building and facility maintenance requests to ensure continuity of departmental operations.
• In collaboration with the BCI Director, oversee the allocation and assignment of office and workspace accommodations for faculty, staff, graduate students, volunteers, and guest researchers.
• Request parking reservations for guests.
• Upon receipt of approved Flywheel invoices from the DNI Director, submit to Accounts Payable for processing and payment, and accurately record detailed expense information in shared files and tracking spreadsheets.
• Record, monitor, and maintain records for BCI and DNI expenditures to support budget tracking and financial reporting.
• Prepare and submit new fiscal year requisitions and purchase orders (POs), ensuring accuracy, compliance with procurement policies, and timely processing.
• Facilitate Visiting Scholar requests by coordinating administrative documentation, communicating with scholars, and instituting onboarding procedures in collaboration with the university’s Office of International Services.
• Performs other related duties as assigned or requested.

Benefits

• USC provides benefits-eligible employees with a broad range of perks to help protect their and their dependents’ health, wealth, and future. These benefits are available as part of the overall compensation and total rewards package.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level