USC Marshall School of Business Marshall Undergraduate Student Services Office
The Marshall Undergraduate Career Services Office provides co-curricular programming for students in the areas of career advisement and professional and leadership development.Â The office serves an undergraduate population of approximately 4,000 business majors and 1,000 business minors and provides a range of programs and services such as advisement, career exploration, and interview and recruitment preparation with a focus on domestic and international internships and full time job opportunities across a variety of functions and industries.
The Career Services Office Assistant provides administrative, event, and program support for a variety of activities within the Career Services department.Â These responsibilities may include: event planning and logistical support for several high visibility events, career workshops, information sessions and other programming; training and supervision of graduate assistants and student workers; maintaining budgets; answering student inquiries.Â Several night hours and occasional weekend hours are required.
Reporting to the Associate Director, Career Services, responsibilities of the Office Assistant will include:
Working with Event Project Lead: schedule, organize, and coordinate all aspects of the large- scale events from venue selection and booking, food, beverage, a/v needs, parking, seating assignments, and volunteer coordination.Â To take lead for âday ofâ execution and post event wrap up and reporting.
Track and manage activities and programs of the department including career workshops, employer presentations and other special events, ensuring adequate administrative and coverage support.
Manage relations with all vendors related to services to the department from Facilities Management, Catering, Parking, and other suppliers.
Initiate Purchase Orders, process Independent Contractor agreements, handle payments and reconcile invoices and tracks expenses accurately on budgets.Â Handle grant administration and reimbursement requests where needed.
Track and monitor assigned budget expenditures for the Undergraduate Career Services Office and reports on variances. Provides updates on a monthly basis.
Interacts with university departments such as procurement and payroll, to provide information and resolve problems as needed.
Responds to questions from faculty, students, staff about policies and procedures governing career services areas.
Assist in development of promotional material and coordinates production and distribution. Maintains office equipment and purchases. Orders and tracks office supplies.
Update website as needed.Â Provide support for modifying the department's web site content. Test, maintain and ensure functionality of links. Monitor web site for consistency, cross-referencing and compliance with University standards for web site content and development.)
Recruit, hire, train, supervise student workers and graduate assistants. Schedule, assign and prioritize workloads under the direction of the Associate Director. Provide guidance and direction to staff and student workers as assigned or as needed.
Experience in large-scale event planning and execution, managing vendors for locations, facilities and catering.
Strong project management skills with demonstrated ability in setting and meeting deadlines and with strong attention to detail.
Experience with maintaining and updating departmental budgets, processing reimbursements and managing purchase orders. Familiarity with systems like Kuali, Concur a plus.
Possess strong organizational, written and oral communication, and relationship building skills. Â Must be able to keep all parties informed of project progress.
Must be a team player, comfortable with working in groups and collaborating.
Have ability to be flexible and adaptable in the face of changing priorities and fluctuating workloads.
Minimum Education: Bachelor's degree, Combined experience/education as substitute for minimum education
Minimum Experience: 3 years
Minimum Field of Expertise: Secretarial or specialized clerical and administrative experience
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 five 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 after six months of employment; 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.
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 countryâs 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. USC Marshall is interested in receiving applications from individuals who enhance the diversity of its workforce.
Minimum Education: Bachelor's degree, Combined experience/education as substitute for minimum educationMinimum Experience: 3 yearsMinimum Field of Expertise: Secretarial or specialized clerical and 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.