Assistant Office Manager, Campus Support and Intervention

University of Southern California•Los Angeles, CA

8d•$65,000 - $70,000

About The Position

The University of Southern California is one of the world’s leading private research universities with approximately 40,000 students from all 50 states and enrolls more international students than any other U.S. university. USC is located in the heart of Los Angeles, a culturally rich metropolitan city, and is close to both the beach and mountains with wonderful outdoor recreation opportunities. The mild temperatures along with the city’s average 329 days of sun per year makes Los Angeles a wonderful city to live and work. Campus Support and Intervention (CSI) supports USC students, faculty and staff, and enhances their wellbeing and success – helping them to achieve their academic, professional and/or personal goals. The Assistant Office Manager greatly contributes to this work supporting the department staff team and operations. They are the lead triage person for support cases and oversee and manage all financial processes for the department. Financial Oversight Oversee and manage all financial processes for the department. Creates, distributes, and updates reports and budgets. Maintains organizational systems and relationships with internal & external vendors and USC departments. Reviews and processes purchase orders, services agreements, and maintenance contracts. Prepares, processes and monitors all invoices, check requests, and travel and business reimbursements. Operations Support Provides triage function for office that serves over 15,000 individuals annually, ensuring that they get connected with the right support system and resources. Enhanced triage – looking up critical info on a variety of databases before transitioning the work Investigates, prepares, and presents necessary details to ensure proper processes are followed Processes and monitors timekeeping and assists with routine employment matters (e.g., support recruitment, employment records maintenance). Orders and maintains inventory of office supplies. Provides project support, as requested, planning and/or executing project activities to meet objectives. Provides technical support for office’s projects (e.g., marketing, registration, troubleshooting) and for office equipment and technologies. Coordinates department public relations functions, as assigned (e.g., events, seminars, webinars, workshops) Arranges with vendors for sites, facilities, catering, guest accommodations, etc. for all departmental activities. Designs and coordinates production and/or distribution of marketing, branding, and promotional materials. Develops and maintains relationships with other campus departments to help them understand the mission and services of the department. Database management - identifying CSI needs, running and analyzing data for CSI cases. Coordinates emergency support for campus crises including after hours (e.g., travel, hotel accommodations, transportation, reimbursements, communications with vendors, etc.). Generates emergency/critical incident outreach – communication. Supports AVP’s with day to day needs and functions. Facility Oversight Oversees the purchasing of equipment, furniture and other building essentials. Serves as liaison with building and facility management teams. Conducts regular assessments of the facility as requested and submits works requests as needed. Maintain facility key tracking system.

Requirements

Bachelor's degree Accounting Or Bachelor's degree in related field(s)
Addtional Education Requirements Combined experience/education as substitute for minimum education
2 years experience in a professional finance environment.
Excellent written and oral communication skills.
Demonstrated experience managing complex departmental financial processes and records.

Nice To Haves

3 years experience in a professional finance environment.
Exceptional written and oral communication skills.
Strong organizational instincts and attention to detail.
Excellent interpersonal skills and proven success in cross-functional collaboration.
Knowledge of human resources, purchasing, and procurement processes.

Responsibilities

Oversee and manage all financial processes for the department.
Creates, distributes, and updates reports and budgets.
Maintains organizational systems and relationships with internal & external vendors and USC departments.
Reviews and processes purchase orders, services agreements, and maintenance contracts.
Prepares, processes and monitors all invoices, check requests, and travel and business reimbursements.
Provides triage function for office that serves over 15,000 individuals annually, ensuring that they get connected with the right support system and resources.
Enhanced triage – looking up critical info on a variety of databases before transitioning the work
Investigates, prepares, and presents necessary details to ensure proper processes are followed
Processes and monitors timekeeping and assists with routine employment matters (e.g., support recruitment, employment records maintenance).
Orders and maintains inventory of office supplies.
Provides project support, as requested, planning and/or executing project activities to meet objectives.
Provides technical support for office’s projects (e.g., marketing, registration, troubleshooting) and for office equipment and technologies.
Coordinates department public relations functions, as assigned (e.g., events, seminars, webinars, workshops)
Arranges with vendors for sites, facilities, catering, guest accommodations, etc. for all departmental activities.
Designs and coordinates production and/or distribution of marketing, branding, and promotional materials.
Develops and maintains relationships with other campus departments to help them understand the mission and services of the department.
Database management - identifying CSI needs, running and analyzing data for CSI cases.
Coordinates emergency support for campus crises including after hours (e.g., travel, hotel accommodations, transportation, reimbursements, communications with vendors, etc.).
Generates emergency/critical incident outreach – communication.
Supports AVP’s with day to day needs and functions.
Oversees the purchasing of equipment, furniture and other building essentials.
Serves as liaison with building and facility management teams.
Conducts regular assessments of the facility as requested and submits works requests as needed.
Maintain facility key tracking system.