Administrative Assistant Ii

The University of Southern California (USC), founded in 1880, is located in the heart of downtown Los Angeles and is the largest private employer in the City of Los Angeles. USC is consistently ranked among the nation’s most prestigious universities, and the USC Leonard Davis School of Gerontology features one of the world’s best degree and research programs in gerontology. The USC Leonard Davis School of Gerontology has an international reputation as a hub of aging research and with additional strong programs throughout the university, leads the way in defining and advancing the field of gerontology: https://gero.usc.edu

The Leonard Davis School of Gerontology and Andrus Gerontology Center are multidisciplinary in their research and curriculum goals. This recruiting effort seeks candidates from diverse backgrounds and cultures, including graduates in disciplines and professions such as epidemiology, neuropsychology, and health services. Additionally, opportunities are available for joint appointments with academic units across the USC Campus. Cluster hires in areas of interest are possible.

The USC Leonard Davis School of Gerontology seeks to recruit an Administrative Assistant to work with multiple faculty. The Administrative Assistant will support an array of administrative operations to support the research and teaching programs of world-class faculty in Gerontology. Partnering with other administrative offices such as the Business Office, Human Resources, and Payroll and Student Services, this role will act as liaison and coordinate all work ensuring faculty receive the admin support and still meet administrative deadlines. Job duties may be added or modified as needed.

Primary Responsibilities Include:

Administrative tasks:

• Assists faculty with various administrative tasks, including travel arrangements, document signatures, calendar maintenance and scheduling.
• Coordinates and prepares arrangements for meetings, including creating and managing meeting polls. Manages meeting logistics, including room and parking reservations, refreshments, and necessary equipment. Manages zoom for online meetings. Attends meeting for notetaking as needed.
• Creates a variety of documents and reports for faculty (e.g., syllabus formatting, preparation of annual reports, CV and Biosketch updates).

Office management:

• Orders office supplies and manages equipment.
• Coordinates with Facilities for office-related activities and repairs.
• Participates in and contributes to process improvements. Supports efforts to standardize and streamline operations.

Accounts management:

• Supports faculty with financial transactions such as equipment/supplies procurement, accounting for travel expenses, and reimbursements.
• Works with faculty and post awards staff to monitor account activity and reconcile accounts to assure that all account activity is charged appropriately.

Personnel assistance:

• Prepares hiring paperwork for new employees and assists faculty with payroll instructions.
• Trains new employees in University/School policies and procedures and serves as primary contact point when issues arise (coordinates with faculty on resolution of issues as needed).
• Supports faculty in coordinating and tracking work assignments (including time entries and approvals) for all students, postdocs, and other employees.

Minimum Qualifications:

• Education: Bachelors degree and/or combined experience as substitute for minimum education.
• Experience: 3 years working in administration.
• Excellent interpersonal communication skills.
• Exceptional organization skills to manage complex tasks and meet deadlines.
• Technical Skills: Broad knowledge of relevant software such as Microsoft Office (e.g., Word, Excel, and Power Point) and Microsoft Office 365 (e.g., Microsoft Outlook, One Drive, Reports).

Preferred Qualifications:

• Familiarity with budgeting in excel spreadsheets.
• Attention to formatting details in word documents, excel budgets, and power point presentations.
• Familiarity with software for managing workflow, such as Asana.
• Experience with Concur reimbursement system.
• Experience with Workday system of records.

This is a full-time hourly position with an option for a hybrid work schedule. The Administrative Assistant is expected to work at least 2 days onsite, with the potential of up to 3 days of remote work each week. Onsite and remote workdays are negotiated in advance with faculty. When working remotely expectation is that work will occur in normal working hours, unless another arrangement is approved by faculty, and that during working hours the Administrative Assistant is available by Zoom or phone. This position is not eligible for fully remote work.

This position is funded by research grants awarded to the faculty members who require administrative support. Accordingly, this position is contingent upon receipt of the necessary funding from this or any subsequent grant to continue employment and/or can be reassigned to support additional faculty as needed.

The hourly rate for this position is $25 to $30. 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.

USC is an equal opportunity, affirmative action 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 will consider for employment all qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring ordinance. 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 uschr@usc.edu. Inquiries will be treated as confidential to the extent permitted by law.

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