Executive Assistant

University of Southern California•Los Angeles, CA

About The Position

Executive Assistant The Opportunity USC Enrollment Services at the University of Southern California supports students throughout the enrollment process by coordinating key administrative functions such as admissions, academic records and registrar services, orientation, and registration. The division includes the Offices of Admission (undergraduate and graduate), Academic Records and Registrar, Financial Aid, and other enrollment-related functions. Enrollment Services professionals help ensure a smooth, responsive experience for prospective and current students as they navigate academic and administrative requirements. The Office of Enrollment Services is seeking an Executive Assistant to provide high-level support to the Vice President for Enrollment Management. This is a strategic and facilitative role that requires focus, flexibility, diplomacy, initiative, leadership, and discretion. This role serves as a business partner and requires a high-level of strong analytical skills. Provides critical administrative support to the VP for Enrollment Management by managing essential projects/tasks.

Requirements

Bachelor’s Degree, combined experience/education as substitute for minimum education.
Minimum of five (5) years of experience providing executive-level administrative support to senior or C-level leadership.
Strong Microsoft Office (Excel, Word, Outlook) skills are required.
Demonstrated proficiency in creating professional presentations using Microsoft PowerPoint.
Excellent written and verbal communication skills.
Ability to efficiently multi-task in order to keep pace with the various duties and special projects assigned.
Experience in supervising administrative operations of multi-faceted department.
In addition, the successful candidate must also demonstrate, through ideas, words and actions, a strong commitment to USC’s Unifying Values .

Nice To Haves

Seven (7) years of experience providing executive-level administrative support to senior or C-level leadership.
Experience with project management software preferred.
Experience with organizational applications such as Asana preferred.

Responsibilities

Administers operations of dean’s office or other university executive's office. May include functions such as supervising staff, managing electronic information systems, authorizing acquisitions, maintenance and repair of equipment and facilities, ensuring department's conformity to university policies and procedures, resolving complex departmental problems.
Maintains currency on revisions to department, school and/or university policies and procedures.
Analyzes department operations, prepares reports including conclusions and recommendations for change.
Provides personnel management for dean’s office or other university executive's office. May include maintaining accurate, secure and confidential faculty and/or staff records, administering faculty benefits programs.
Establishes and maintains contact with faculty and/or staff members reporting directly to a dean or other university executive, monitors progress of department programs and projects.
Manages special department projects on behalf of dean or other university executive. Assists in formation of ad hoc committees and monitors progress toward completion of assigned tasks.
Participates in department planning and implementation processes, as assigned. May include budget, contingency, disaster, growth, policy, program/project, space, staff and/or strategic planning.
Develops and maintains effective communications program within department. Ensures timely reciprocal exchange of information between dean or other university executive and staff.
Assists in development, preparation and delivery of reports, publications, speeches, presentations, official correspondence, etc.
Assists in fundraising, public relations and other activities at dean or other university executive's request.
Maintains currency with organizations and publications in field, updates executive on new developments, and advises on information deemed significant to department operations.
In the event of an emergency, the employee holding this position is required to “report to duty” in accordance with the university’s Emergency Operations Plan and/or the employee’s department’s emergency response and/or recovery plans. Familiarity with those plans and regular training to implement those plans is required. During or immediately following an emergency, the employee will be notified to assist in the emergency response efforts, and mobilize other staff members if needed.
A mandated reporter who in his or her professional capacity has knowledge of, or reasonably suspects a person who is under the age of 18 years, elderly, or a dependent adult has been the victim of abuse or neglect must report the suspected incident. The reporter must contact a designated agency immediately or as soon as practically possible by telephone or in writing within 36 hours. By virtue of the associated job duties, this position qualifies as a mandated reporter as required by state law and USC’s policy at: https://policy.usc.edu/mandated-reporters/
Performs similar or related duties as assigned.