Office Assistant I

University of Southern California•Los Angeles, CA

About The Position

Sitting within the Office of Civil Rights Compliance (OCRC), the Office Assistant I delivers comprehensive administrative and operational support, including managing data entry, maintaining records, and coordinating with campus partners. This role facilitates communication across multiple channels, responds to inquiries, and is responsible for case creation in OCRC’s case management system. The Office Assistant I plays a critical role in supporting an efficient intake process by professionally screening, organizing, and prioritizing reports and concerns to ensure appropriate routing. In addition, the position oversees departmental communications while upholding strict standards of confidentiality and maintaining accurate records within a centralized case management system.

Requirements

3 years of experience and high school education or equivalent
General office experience and proficiency in the following: data entry, typing/word processing, filing, and basic math skills for assigned business tasks.
Needs to operate varied office equipment.

Nice To Haves

Specialized/technical training in data entry
Familiarity with Microsoft Office 365 suite (Outlook, Word, Excel, OneDrive, Teams)
Familiarity with case management systems

Responsibilities

Assists with a streamlined intake process.
Accurately and professionally screens, organizes, and prioritizes inquiries and complaints via online reporting portal, in person visits, emails, phone calls, and referrals.
Inputs information and data related to these reports into the case management system and determines appropriate routing pathways, and initial next steps.
Enters data into electronic files, databases, and/or spreadsheets.
Maintains unit files, logs, and other records.
Manages the department email folders regarding new reports, and organizes communication by the necessary action for the team.
Assists in preparing and processing correspondence, reports, email templates and/or other documents.
Types or word processes forms and documents of varying length and content.
Receives visitors and ascertains pertinent information.
Answers telephones and provides information or refers calls.
Takes and delivers messages.
Assists with scheduling appointments and maintaining calendar(s).
Ensures the confidentiality and security of all relevant records and details, and that reports are accurately documented and memorialized in the office’s central case management system.
Assists with the efficient management of standing Initial Assessment Triage Team (IATT) meetings including sending invitations to invited guests, taking attendance during the meetings, and other duties as assigned.