Administrative Assistant II

Administrative Assistant II

USC Marshall School of Business

Data Sciences and Operations

The Administrative Assistant II will manage critical administrative duties that are integral to the operation of the Data Sciences and Operations Department (DSO) and will oversee the day-to-day administrative support and general office needs of the department chair, manager, and faculty. This position interacts with staff, students, faculty, and guests ensuring exceptional hospitality.

The successful candidate will be detail oriented, possess strong problem solving/organizational skills and be able to exercise independent judgment and initiative.

Responsibilities and Duties

• Performs a variety of administrative and general office duties.
• Serve as liaison to manager, chair and faculty.
• Hires/Manages Departmental Student Workers.
• Coordinates department meetings, conferences, seminars, and special events.
• Purchases catering/materials for meetings, conferences, seminars, and special events.
• Responds to information inquiries/requests, and/or refers to supervisor as appropriate.
• Assists manager/chair in production and/or distribution of promotional materials.
• Processes various USC forms and purchase orders related to teaching.
• Provides guest parking, room reservations, and equipment reservations.
• Works with Marshall IT to troubleshoot technological issues and updates.
• Manages/updates department directory and bulletin boards.
• Advertises for events/seminars/courses throughout the University.
• Manages/updates DSO’s public and private facing websites.
• Maintains DSO’s historical archives.
• Proctors exams as needed.
• May process some reimbursements.

Preferred Qualifications

• Experience in a higher education environment, preferably in the area of business.
• Strong knowledge of Microsoft Office applications, especially MS Word, MS Excel, and MS Outlook.
• Knowledge/experience interacting and communicating with senior administration/faculty/students or equivalent.
• Directly related program management experience.
• Ability to follow through with assigned tasks within established time-frames and with minimal supervision; exceptional focus on attention to detail and accuracy.
• Exceptional written and verbal communication skills.

Desired Skills and Experience

• Strong organizational, written/oral communication, and relationship-building skills.
• Prior experience in office management.
• Prior experience in seminar/event planning and execution.
• Natural inquisitiveness and persistency, the ability to draw on various sources to investigate issues and identify solutions.
• Experience with customer service.
• Comfortable working with Microsoft SharePoint.
• Experience working with Adobe Creative Cloud a plus.

Required Documents and Additional Information

• Resume and cover letter required (may be uploaded as one file). Please do not submit your application without these documents.
• Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled any time after the minimum posting period has ended, so please apply on the same business day if interested.
• USC has excellent benefits, including health benefits for staff and their family with access to the renowned university medical network; eligibility for retirement plans with employer contributions*; tuition benefits for staff and their family; free Professional Development classes; central Los Angeles location with easy access to commuter trains, buses and free tram pick up services; discounts to sporting and other campus events.
• The University of Southern California is an Equal Opportunity Employer that Values Diversity.

Education

• Minimum Education:  Bachelor's degree

Additional Education Requirements

• Combined experience/education as substitute for minimum education
• Minimum Experience:  3 years
• Minimum Skills:  Secretarial or specialized clerical and administrative experience.
• Preferred Education: Bachelor's degree
• Preferred Experience: 4 years

Salary Range

The hourly range for this position is $26.59 - $32.02 - $35.18. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

Required Documents and Additional Information

• Resume and cover letter required (may be uploaded as one file). Please do not submit your application without these documents.
• Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled any time after the minimum posting period has ended, so please apply on the same business day if interested.
• USC has excellent benefits, including health benefits for staff and their family with access to the renowned university medical network; eligibility for retirement plans with employer contributions*; tuition benefits for staff and their family; free Professional Development classes; central Los Angeles location with easy access to commuter trains, buses and free tram pick up services; discounts to sporting and other campus events.

Why join the USC Marshall School of Business?

The USC Marshall School of Business is ideally positioned to address the challenges of a rapidly changing business environment and is ranked as one of the country’s top schools for accounting, finance, marketing, consulting, entrepreneurship and international business studies.

USC Marshall builds on the unique opportunities that stem from its Los Angeles location on the Pacific Rim, its interdisciplinary and impactful research, the momentum generated by the University of Southern California, and the unparalleled engagement of the Trojan Alumni Family. With ready access to industries defining the new business frontier, including bio-technology, life sciences, media, entertainment, communications and healthcare, this vast network offers USC Marshall graduates exceptionally strong support for success in the global marketplace.
 

For more information on the USC Marshall School of Business, visit: www.marshall.usc.edu.

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. Please refer to the Background Screening Policy Appendix D for specific employment screen implications for the position for which you are applying. 

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 (213) 821-8100, or by email at [email protected]. Inquiries will be treated as confidential to the extent permitted by law.

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