Administrative Assistant II
About The Position
The Administrative Assistant II supports the day-to-day administrative operations of the Data Sciences and Operations Department (DSO) at the USC Marshall School of Business. The role provides general office support to the department chair, manager, and faculty, and interacts with staff, students, faculty, and guests to provide exceptional hospitality. The successful candidate is detail-oriented, demonstrates strong problem-solving and organizational skills, and exercises independent judgment and initiative. The position performs a variety of administrative duties, coordinates department meetings and events, supports department communications and websites, and handles teaching-related forms and purchases. It may also include exam proctoring and processing reimbursements. The minimum education requirement is a bachelor's degree, though combined experience and education may substitute. Minimum experience is three years in secretarial or specialized clerical and administrative work. The hourly range is $26.59–$35.18. A resume and cover letter are required.
Requirements
- Bachelor's degree; combined experience and education may substitute for the minimum education requirement.
- At least three years of secretarial or specialized clerical and administrative experience.
- Strong organizational, written and oral communication, and relationship-building skills.
- Ability to follow through on assigned tasks within established time frames with minimal supervision.
- Strong attention to detail and accuracy.
- Exceptional written and verbal communication skills.
- Experience or knowledge interacting and communicating with senior administration, faculty, and students, or equivalent.
- Strong knowledge of Microsoft Office, especially Word, Excel, and Outlook.
- Natural inquisitiveness and persistence, including the ability to investigate issues using various sources and identify solutions.
- Resume and cover letter required.
Nice To Haves
- Experience in a higher education environment, preferably in business.
- Directly related program management experience.
- Prior office management experience.
- Prior seminar and event planning and execution experience.
- Customer service experience.
- Comfort working with Microsoft SharePoint.
- Experience with Adobe Creative Cloud.
- Preferred bachelor's degree.
- Four years of preferred experience.
Responsibilities
- Perform a variety of administrative and general office duties.
- Serve as liaison to the manager, chair, and faculty.
- Hire and manage departmental student workers.
- Coordinate department meetings, conferences, seminars, and special events.
- Purchase catering and materials for meetings, conferences, seminars, and special events.
- Respond to information inquiries and requests, or refer them to a supervisor as appropriate.
- Assist the manager and chair with producing and distributing promotional materials.
- Process USC forms and purchase orders related to teaching.
- Arrange guest parking, room reservations, and equipment reservations.
- Work with Marshall IT to troubleshoot technology issues and updates.
- Manage and update the department directory and bulletin boards.
- Advertise events, seminars, and courses throughout the University.
- Manage and update DSO's public- and private-facing websites.
- Maintain DSO's historical archives.
- Proctor exams as needed.
- Process some reimbursements as needed.
Benefits
- Health benefits for staff and their family, with access to the university medical network.
- Eligibility for retirement plans with employer contributions.
- Tuition benefits for staff and their family.
- Free professional development classes.
- Commuter access to trains, buses, and free tram pickup services.
- Discounts to sporting and other campus events.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
