Administrative Assistant II

Reporting directly to the Assistant Director, this exciting role will engage directly in supporting the maintenance and growth of the BSEL office. As the Administrative Assistant II, you will be responsible for ensuring our administrative systems and logistics run smoothly and efficiently. This role is an on campus part-time role at 50% effort.

-Maintains the BSEL office calendar

-Assists the BSEL team by overseeing the office operations including ordering and stocking supplies, assisting with upkeep of our office equipment and submitting maintenance and facilities requests

-Provides occasional team meeting support (notetaking, follow-up coordination, and scheduling)

-Works in partnership with Assistant Director to onboard and manage student workers
-Develops systems to improve initiative and create more efficient systems.

 Financial

-Oversees procurement process to strategically source, contract, and pay for goods, services, and equipment for the office and BSEL programs

-Manages monthly budget reconciliation and owns financial record keeping

-Submits invoices, internal service deliveries, staff travel expenses via Workday and Concur

-Monitors budget and assists with budget preparation by gathering historical data, reporting on variances and preparing budget projections, as requested.

Event Support

-Submits room reservations and parking permit requests for BSEL events

-Coordinates with vendors for sites, facilities, catering, and guest accommodations

-Submits events to USC posting boards and digital screens

-May occasional assist with evening or weekend events, with advance notice and adjusted work hours

-Assists with the production and distribution of promotional materials including digital signage, flyers, posters, mailers

Communications

-Maintains and manages the BSEL mailing list and database

-Curates and organizes content, resources, and links for the BSEL newsletter submitted by staff

-Proof reads and reviews documents prior to publication

-Assists with the creation and administration of surveys and other impact measurement tools

Preferred Qualifications

This is a highly collaborative role that requires a wide set of skills and the ability to stay flexible and adaptive. This role supports at part Executive Director and full time Assistant Director. Ideal candidates will be motivated by the opportunity to be surrounded by social entrepreneurs and student changemakers and will exhibit the following core skills and competencies:

Proven experience in a dynamic office environment with ability to learn quickly and manage a wide variety of work efficiently.

Previous experience with procurement, ideally within an institutional, academic, or higher education setting.

Experience with USC’s administrative systems is a plus (Workday and Concur)

Intermediate Excel and spreadsheet skills required

High level of competency with various standard technology platforms, including Office 365 and Zoom

Ability to problem-solve independently

Willingness to maintain flexibility and adapt to changing timelines.

High level of organization and exceptional attention to detail

Possess exceptional verbal and written communication skills needed to effectively interact with staff, vendors, and executive leadership in a professional and concise manner.

Recognizes ways that race, gender, and other identities intersect in the work, especially with students we serve.

Interest and awareness of social impact, social justice, social entrepreneurship or non-profit practices

The salary range for this position is $25.73 – $32.83. 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.

• 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 seven 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*; 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.

• Notice of Non-discrimination
• Employment Equity
• Read USC’s Clery Act Annual Security Report
• USC is a smoke-free environment
• Digital Accessibility

If you are a current USC employee, please apply to this  USC job posting in Workday by copying and pasting this link into your browser: