The University of Southern Californiaâs (USCâs) Information Technology Services is seeking a talented Administrative Assistant with an exceptional commitment to service excellence to join its team. As the Administrative Assistant, you will be an integral member of the SeniorOffice Managerâs team, collaborating with diverse and talented team members to help solve multidimensional information technology problems, improve customer experience, and generate value for our campus stakeholders across a broad base of departments and constituencies.
ITS has embarked on a major digital transformation initiative to continually improve services for faculty, staff, and students in support of USCâs ascent as a leading institution of higher education. The ITS vision aligns strategy, business, and services; affirms ITS cultural values; empowers cross-functional teamwork; embraces world-class best practices; and promotes innovation, excellence, agility, and efficiency. To achieve this vision, ITS is committed to providing a modern technology infrastructure that is resilient and delivers the performance necessary to meet the demands of a growing customer base, training in the latest technologies for its highly productive and motivated workforce, outstanding customer experience, and technology services that are aligned with the universityâs mission to provide exceptional learning opportunities for students. ITS is creating a workplace where employees can develop cutting-edge skills, take pride in the services they provide, and have access to the roles and career paths that align to their abilities and potential.Â
We are looking for top talent to join us on our journey.
USCâs ITS organization represents a diverse and talented team, committed to supporting a collaborative culture and delivering secure and innovative IT services, core to the mission of USC. ITS values accountability, excellence, and commitment to exceptional customer experience. ITS strives for a supportive and inclusive culture that encourages employees to do their best work every day and where individuals are recognized and celebrated for their contributions.
USC is the leading private research university in Los Angelesâa global center for arts, technology, and international business.Â With more than 47,500 students, we are located primarily in Los Angeles but also in various US and global satellite locations. As the largest private employer in Los Angeles, responsible for $8 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 and professional schools and administrative units. As a USC employee and member of the Trojan Familyâthe faculty, staff, students, and alumni who make USC a great place to workâyou will enjoy excellent benefits, including a variety of well-being programs designed to help individuals achieve work-life balance.
Come join the ITS team and work as a trusted partner in shaping an environment of innovation and excellence for the university.
MINIMUM QUALIFICATIONS The candidate for the position of Administrative Assistant must meet the following qualifications:
Associate degree, with two years of experience in administrative support or information technology, or extensive experience in administrative support in place of a degree.
Experience working in secretarial or specialized clerical roles, with some administrative experience.
Excellent interpersonal skills.
Excellent written and verbal communications skills.
Experience answering telephones, coordinating meetings, and writing memorandums.
Experience making travel arrangements on behalf of others.
Experience working with and monitoring the performance of general-use office equipment, such as personal computers, photocopiers, telephones, and other equipment.
Experience developing or improving general office procedures.
Strong attention to detail and accuracy.
Proficiency in Microsoft Office applications, including Outlook, Excel, Word, and PowerPoint.
Ability to develop positive working relationships and a strong rapport with ITS staff and campus stakeholders.
PREFERRED QUALIFICATIONS The ideal candidate for the position of Administrative Assistant has the following qualifications:
Bachelorâs degree. Â
Three years of combined secretarial and administrative experience in a university environment, preferably USC.
Ability to maintain a high degree of confidentiality.
Ability to multitask between various immediate and long-term objectives.
THE WORK YOU WILL DO
The Administrative Assistant performs varied secretarial and administrative duties for ITS. As a member of ITS, the Administrative Assistant is expected to demonstrate ITS Values in action.
JOB ACCOUNTABILITIES: The Administrative Assistant:
Composes and produces a variety of business correspondence, reports, and related materials or guides the work of other staff who produce these materials. Reviews and signs forms, as authorized. Edits documents produced by others.
Ensures confidentiality and controls access to sensitive information, such as staff personnel files.
Serves as internal resource to faculty, administrators, staff, or students on departmental and university procedures. Maintains currency on revisions to departmental and/or university policies and procedures. Responds to inquiries and requests for information requiring knowledge of departmental and 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.Â Attends events to ensure satisfactory outcomes. Records minutes and summaries for distribution.
Oversees office operations. Implements changes or enhancements to procedures to improve productivity, efficiency, and service. Assists in maintaining office equipment and purchases.
Plans business travel on behalf of others, organizes travel arrangements, maintains travel records, and creates documentation for travel reimbursements.
Provides coverage for the front desk assistant, as required. Greets students, customers, and employees, answers phone-calls, and distributes mail and documents.
Supports the vision of the ITS Office. Works closely with team members and management to implement and support effective solutions for ITS. Maintains currency with technology, standards, and best practices. Supports process improvement efforts within the team and across ITS.
Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.
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.