Office Manager

University of Southern California•Los Angeles, CA

3d•Onsite

About The Position

The Center for Economic and Social Research (CESR) is a growing multi-disciplinary center studying decision making and human behavior over the life-course. We are seeking an Office Manager to run day-to-day operations, AV for meetings, and special projects and events. Job duties will include running a busy office of ~100 faculty and staff housed on the University Park campus, as well as assist with Capital Campus and offsite employee needs. Responsibilities range from on-boarding new staff, computer and software acquisition, offsite storage management, mail and delivery coordination, supply inventory and purchasing, requisition creation and invoicing, use of Workday financial report systems and Concur, staff meeting arrangements and audio/visual set up, travel arrangements and expenses. Job also entails site specific needs such as maintaining keys, facilities requests, space management, Zoom lines, office management needs, emergency planning, and the ability to clearly communicate information across sites. The CESR Office Manager will also assist Executive Director and Co-Director in center-related expense tracking, purchases, travel, and meeting arrangements as well as the monthly and annual staff meetings. This position will oversee student workers and an administrative assistant.

Requirements

Expected to work onsite 5 days per week at USC University Park Campus in Los Angeles, CA.
Expertise in software and technology; computers, phones, networks, Zoom, Workday, video and sound equipment for department meetings and seminars.
Experience in website editing and updates (Wordpress or similar).
Event planning experience, for seminars, conferences, and team-building social gatherings.
Advanced accounting/financial management, budgeting, and reporting experience.
Public speaking/presentation skills.
Ability to multi-task with regular tasks and steady influx of new tasks throughout the day, and keep track of multiple deadlines for events and department needs.
Schedule flexibility to accommodate building requests and deliveries.
Safe lifting and sorting of supplies and other materials, up to 20 lbs.
At least 3 years’ experience managing an office of similar size.
New employee onboarding and providing warm hospitality for guests.
Willingness to back up admin assistant team.
Ability to create and maintain connections among multiple sub-centers within our department.
Bachelor’s degree, Combined experience/education as substitute for minimum education.
3 years minimum experience.
Office management combined with experience in budget administration.

Nice To Haves

Experience in academic environment and Workday preferred.

Responsibilities

Run day-to-day operations, AV for meetings, and special projects and events.
Run a busy office of ~100 faculty and staff housed on the University Park campus.
Assist with Capital Campus and offsite employee needs.
On-boarding new staff.
Computer and software acquisition.
Offsite storage management.
Mail and delivery coordination.
Supply inventory and purchasing.
Requisition creation and invoicing.
Use of Workday financial report systems and Concur.
Staff meeting arrangements and audio/visual set up.
Travel arrangements and expenses.
Maintaining keys, facilities requests, space management, Zoom lines, office management needs, emergency planning.
Clearly communicate information across sites.
Assist Executive Director and Co-Director in center-related expense tracking, purchases, travel, and meeting arrangements.
Assist with monthly and annual staff meetings.
Oversee student workers and an administrative assistant.
Website editing and updates.
Event planning for seminars, conferences, and team-building social gatherings.
Schedule flexibility to accommodate building requests and deliveries.
Safe lifting and sorting of supplies and other materials, up to 20 lbs.
New employee onboarding and providing warm hospitality for guests.
Willingness to back up admin assistant team.
Create and maintain connections among multiple sub-centers within our department.