Administrative Budget Assistant

University of Southern California • Los Angeles, CA

5d • Hybrid

About The Position

USC's KSOM Department of Stem Cell Biology and Regenerative Medicine is seeking a full-time Administrative Budget Assistant to join its administration team. The Administrative Budget Assistant will provide administrative and financial support for departmental operations, with primary responsibility for purchasing, service contracts, reimbursements, and related business transactions. A key focus of the position will be strengthening administrative operations by organizing processes, streamlining workflows, improving transaction tracking, and identifying practical opportunities to increase efficiency and consistency. The position will work closely with faculty, staff, vendors, and university offices to ensure departmental processes and transactions are completed accurately, timely, and in accordance with university policies and procedures. This is a hybrid position with flexibility to work 2-3 remotely with the remaining days on site.

Requirements

• Associate's degree, Combined experience/education as substitute for minimum education
• 3 years of Secretarial, clerical or administrative experience including some budget, financial or payroll experience.

Responsibilities

• Prepares and processes purchase requisitions, department orders, check requests, and other purchasing and business forms for supplies, equipment, and services.
• Coordinates purchases with faculty and staff, obtains required documentation and approvals, and follows transactions through completion.
• Interfaces with Purchasing, Accounts Payable, external vendors, and internal departments to verify pricing, resolve discrepancies, address invoice issues, and support timely payment.
• Monitors vendor transactions and departmental expenditures, reconciles vendor statements and internal records, and researches and resolves discrepancies.
• Tracks equipment and other departmental purchases and maintains organized purchasing records and supporting documentation.
• Coordinates the administrative processing of service, maintenance, and vendor contracts, including gathering required information, quotes, scopes of work, and supporting documentation.
• Works with vendors and appropriate university offices to initiate, renew, and track service and maintenance agreements and ensure required approvals are obtained.
• Maintains contract records and monitors renewal and expiration dates to support continuity of departmental services.
• Prepares and processes reimbursements for faculty, staff, students, and approved departmental business expenses in accordance with university policies and procedures.
• Reviews reimbursement documentation for completeness and accuracy, follows up on missing information, and tracks submissions through payment.
• Assists with travel-related transactions, including travel reimbursements and other approved travel expenses, as needed.
• Reconciles internal records to university financial systems, researches transaction issues, and assists with correcting errors or discrepancies.
• Helps standardize routine administrative processes and communicates clear procedures and requirements to departmental faculty and staff.
• Provides support for departmental meetings, seminars, and events, including coordinating vendors and services, arranging catering or supplies, preparing materials, and assisting with event logistics.
• Assists with scheduling and coordinating meetings and maintains organized records and documentation related to departmental business activities.

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: Entry Level
• Education Level: Associate degree