The University of Southern California (USC) is a leading private research university located in Los Angeles â a global center for arts, technology and international business. As the cityâs largest private employer, responsible for more than $5 billion annually in economic activity in the region, we offer the opportunity to work in a dynamic and diverse environment, in careers that span a broad spectrum of talents and skills across a variety of academic schools and units. As a USC employee, you will enjoy excellent benefits and perks, and you will be a member of the Trojan Family - the faculty, staff, students and alumni who make USC a great place to work.
The University of Southern California (USC) is seeking a Executive Administrative Manager to support the Office of the Senior Vice President of Human Resources (SVPHR). Reporting directly to the Senior Vice President of Human Resources, the Executive Administrative Manager will oversee, manage and coordinate the daily operations and administrative functions of the Office of the Senior Vice President of Human Resources.
The Executive Administrative Manager acts on behalf of the SVPHR, exercising discretion and independent judgment while assuring and providing critical, high-level support to optimize executiveâs time. The Executive Administrative Manager will analyze department operations, determine necessary and appropriate procedural changes, and implements accordingly. Core responsibilities of this position include:
Oversees, manages and coordinates daily operations and administrative functions of the SVPHR's office, including planning and scheduling, supervision of staff, purchasing, management and coordination of communications, office procedural development and implementation, management and coordination of special projects of significant complexity, maintenance and repair of equipment and facilities and ensuring departmentâs conformity to university policies and procedures.
Serves as primary contact for overall external coordination of activities with offices of other officers and senior management, board of trustees, political and civic leaders, major donors, other public and private contacts, etc. Ensures confidentiality of all information and that reporting deadlines are met keeping in mind administrative priorities.
Participates in long and short-term department planning and implementation of processes and objectives for areas such as business continuity planning, human resources, growth, policy, staff, budget, safety, space and strategic issues. Assists with development and communication of planning and guidelines. Monitors department activities and tracks similar activities for units reporting to senior vice president to ensure adherence to plans.
Manages special projects of significant complexity. Performs or oversees business research, compilation of data from various reference sources and data analysis. Oversees project implementation including setting goals, establishing priorities, managing resources, developing approaches, reviewing progress and results, as appropriate. Develops, evaluates, recommends and implements procedures for data acquisition, management and quality control. Develops conclusions and recommendations and guides the formatting of results.
Resolves complex office and divisional departmental problems and issues. May meet with concerned parties to discuss problems, requests or other matters, as needed or requested. Investigates and determines approach and appropriate solutions to complex office and divisional departmental matters or complaints from faculty, staff, students and other constituents. Analyzes department operations, determines necessary and appropriate procedural changes, and implements accordingly.
Provides personnel management of senior vice president's office. Supervises department employees and/or student workers, as assigned. Recruits, screens, hires and trains staff. Schedules assigns and prioritizes workloads. Sets appropriate goals and deadlines. Ensures timely completion of department's work. Monitors employee performance on a regular basis. Provides feedback to senior management regarding performance appraisals of staff. Provides guidance and feedback to assigned staff. Counsels and disciplines, as needed.
Writes or oversees preparation of official correspondence, reports, speeches, memorandums, proposals, etc. as deemed appropriate or assigned by executive. Researches topics, materials and sources as part of preparation of official correspondence, reports, speeches, memorandums, proposals, etc., as needed. Utilizes graphic designs, spreadsheets, etc. when appropriate. Develops templates to standardize communication vehicles, as needed.
Develops and oversees implementation of internal departmental procedures and practices covering areas such as administration, finance, safety, etc., ensuring compatibility with university policies. Interprets and explains applicable rules, polices and procedures. Ensures departmental compliance and approves exceptions, as authorized.
Plans and implements new office technology. Assesses department needs in terms of office equipment, software, telephonic and computer systems. Determines and recommends appropriate technological acquisitions for office/division and manages acquisition.
Supervises preparation of materials prepared for presentation to board of trustees. Interacts with trustees, senior officers and the Presidentâs Office in planning, coordinating and organizing board of trustees committee and special meetings, activities, etc.
Coordinates maintenance of information systems to support operations with information technology personnel. Ensures information security software and internal systems are maintained on a regular basis.
Develops and implements security related procedures such as office opening and closing routines, recognition of duress signals and key controls. Coordinates security activities with Department of Public Safety. Promotes and maintains standards for security conscious awareness and behavior. Maintains knowledge of University's crime prevention and suppression programs and services. Ensures dissemination of security related information to staff.
Unquestionable personal code of ethics, integrity and trust.
10+ years of directly related professional experience, preferably in higher education, government, or other complex organizations with responsibilities requiring discretion, sound judgement, and management
Proven collaborator and consensus builder that has a track record of successfully partnering with diverse constituencies
Proven ability to thrive in a fast-paced environment, with high tolerance for ambiguity and complexity
Minimum Education:â¢Bachelor's degree, Combined experience/education as substitute for minimum educationMinimum Experience: â¢7 yearsMinimum Field of Expertise: â¢Experience in managing administrative operations of a multi-faceted department. â¢Thorough knowledge of management principles, executive and corporate protocol, and applicable laws/regulations. â¢Impeccable managerial and interpersonal skills, able to work proactively and under pressure with discretion, resilience, and diplomacy. â¢Exceptional written and oral communication and negotiation skills.â¢Proven leadership capabilities, with demonstrated project management experience.â¢Proficiency with Microsoft Office and other relevant office and project management software/tools (e.g., Google suite, Slack, Adobe Creative Suite, Skype). â¢Experience managing heavy calendars, coordinating meetings, and making detailed travel arrangements and itineraries.
USC’s Viterbi School of Engineering has been one of the economic engines in Southern California and a vital hub in the California economy. The technical innovations and ideas generated by the Viterbi faculty and research community have resulted in countless innovations, many becoming the foundations for new companies, products and services. The thousands of students graduating each year bring new ideas and vitality to companies in California and beyond. With an annual research budget exceeding $205M each year, more than 46 research centers and institutes, more than 180 faculty members, 7,800 students and over 60,000 impassioned alumni world-wide, the Viterbi School is addressing some of the world’s great challenges.