Administrative Assistant II

University of Southern California • Los Angeles, CA

2d • Hybrid

About The Position

The USC Keck School of Medicine, Division of Hematology, is seeking a highly organized, proactive, and detail-oriented Administrative Assistant II to support the administrative, operational, and academic activities of the division. This position serves as a key member of the administrative team and provides comprehensive support to the Division Chief, Division Administrator, and faculty members. The successful candidate will play an essential role in ensuring efficient daily operations, facilitating communication, and supporting divisional initiatives. The ideal candidate is a self-motivated professional who thrives in a fast-paced academic healthcare environment, demonstrates excellent judgment and discretion, and possesses strong organizational, communication, and problem-solving skills.

Requirements

• Exceptional organizational and time-management skills with the ability to manage multiple priorities simultaneously.
• Strong interpersonal and customer service skills with the ability to interact professionally with faculty, staff, trainees, and external partners.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite and virtual meeting platforms.
• Ability to exercise discretion when handling confidential and sensitive information.
• A collaborative, solutions-oriented approach and commitment to providing outstanding administrative support.
• 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

• Preferred Education: Bachelor's degree
• Preferred Experience: 4 years
• Knowledge of USC systems such as Workday, Concur, TARA, Kuali.
• Experience managing calendars, scheduling appointments, scheduling travel.

Responsibilities

• Provide administrative support to the Division Chief, Division Administrator, and faculty members, including calendar management, appointment scheduling, and coordination of competing priorities.
• Coordinate and facilitate virtual and in-person meetings, conferences, retreats, and special events, including agenda preparation, meeting logistics, room reservations, audiovisual coordination, and meeting minutes.
• Serve as a primary point of contact for internal and external customers, responding to inquiries and directing communications appropriately.
• Prepare, edit, and distribute correspondence, reports, presentations, and other divisional documents while ensuring accuracy and professionalism.
• Assist with faculty recruitment, onboarding activities, and credentialing-related administrative processes.
• Support divisional educational, research, and clinical initiatives by coordinating administrative tasks, tracking deadlines, and maintaining required documentation.
• Manage travel arrangements and reimbursement submissions in accordance with university policies and procedures.
• Maintain organized electronic and physical files, databases, and records while ensuring confidentiality and compliance with institutional requirements.
• Assist with purchasing, supply inventory, invoice processing, and other operational and financial administrative activities.
• Collaborate with departmental and university partners to support divisional programs, projects, and strategic initiatives.
• Identify opportunities to improve administrative processes and contribute to a positive, team-oriented work environment.

Benefits

• USC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy.
• USC observes affirmative action obligations consistent with state and federal law.
• USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations, including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance, and with due consideration for patient and student safety.
• We provide reasonable accommodations to applicants and employees with disabilities.
• Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at [phone], or by email at [email protected] . Inquiries will be treated as confidential to the extent permitted by law.

What This Job Offers

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