The USC Stevens Neuroimaging and Informatics Institute is a high-tech neuroimaging research facility located at the USC Health Sciences Campus. We are seeking and administrative assistant to provide a wide variety of administrative support to faculty and staff in the institute.
Aids in the day-to-day administration of the department. Greets, assists, and directs visitors in a professional manner. Answers, screens, and forwards calls, responds to questions, and delivers messages.
Serves as internal resource to faculty, administrators, staff or students on departmental and university procedures. Researches information, as requested, and relays official interpretations. Maintains currency on revisions to department, school, and/or university policies and procedures.
Performs administrative duties associated with scheduling and coordinating meetings and planning events. Arranges with vendors for services, prepares agendas, gathers and organizes supporting information, and oversees production and distribution of related materials. Attends functions to ensure satisfactory outcome. Records minutes and summarizes for typing and distribution.
Responds to inquiries and requests for information requiring knowledge of departmental and university policies and procedures.
Ensures confidentiality and controls access to sensitive information such as faculty or staff personnel files.
Composes and produces a variety of business correspondence, reports and related materials or guides the work of other staff who produce these materials.
Edit documents produced by others.
Researches and gathers data for departmental reports. Conducts preliminary analysis of data. Recommends report content and format to display findings most effectively.
Coordinates the preparation, development and production of major documents, such as proposals, manuscripts, accreditation reviews. Coordinates efforts or contributions of multiple staff and/or faculty.
Assists in budget preparation by gathering historical data in a limited area, such as materials and supplies or salaries. Tracks and monitors assigned budget expenditures and reports on variances.
Oversees office operations. Implements changes or enhancements to procedures to improve productivity, efficiency and service.
Assists in maintaining office equipment, purchases, processing reimbursements, and other business transactions as needed.
Inputs proposal tracking data to the Sponsored Projects Information System. Organizes and prepares documents for filing and completes certification requirements.
Coordinates interim reporting and final closeout requirements with Contract and Grant Administrators, Principal Investigators and appropriate University Offices.
Performs other related duties as assigned or requested.
Able to work in a team environment and freely exchange ideas
Strong organizational and project management skills with the ability to initiate own work and use good judgment with minimal supervision
Ability to handle confidential information with discretion
Ability to perform detail oriented work with high degree of accuracy
Must be able to work and gather requirements independently
Demonstrated working knowledge of Microsoft Office Suite.
A minimum of 2 yearsâ experience working in higher education/university setting; USC experience is highly preferred.
Minimum Education: Associate's degree, Combined experience/education as substitute for minimum educationMinimum Experience: 2 yearsMinimum Field of Expertise: Secretarial or specialized clerical, including some administrative experience.
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.