Administrative Assistant I – (Los Angeles, California, United States)

The University of Southern California (USC) is one of the world’s leading private research universities. An anchor institution in Los Angeles and a global center for arts, technology, and international business, USC is also one of the largest private employers in the City of Los Angeles.  We are searching for exceptional individuals to help us fulfill our mission: developing individuals and society as a whole through the cultivation and enrichment of the human mind and spirit. As an employee of USC, you will be part of a world-class research university and a member of the “Trojan Family,” which is comprised of the faculty, students, and staff that make the university what it is.

World-renowned for its unparalleled combination of academic and athletic prowess, USC has a storied history of collegiate and Olympic success. The vision of the USC Department of Athletics is to be the most student-athlete centered athletics program in the country. USC Athletics is committed to serving and empowering its student-athletes by providing the support, resources, and environment for student-athletes to pursue a world-class education; engage in a meaningful and fulfilling college experience; transform into the best versions of themselves; compete for championships; and prepare to thrive after USC. A member of the Pac-12 Conference and Mountain Pacific Sports Federation, USC is proud to support nine men’s (baseball, basketball, football, golf, swimming and diving, tennis, track and field, volleyball, water polo) and 12 women’s (basketball, beach volleyball, cross country, golf, lacrosse, rowing, soccer, swimming and diving, tennis, track and field, volleyball, water polo) teams across 12 athletics venues.

Job Description:

USC Athletics is looking to hire an Office Administrator (Administrative Assistant) to join our staff and student community of 600+ individuals and support our development office. Reporting directly to the Associate Athletic Director/Development, the Administrative Assistant will work in collaboration with development staff. The ideal candidate will be highly organized, pay great attention to detail, and possess working knowledge of principles of development within sports and/or higher education. Knowledge of and experience working in higher education preferred. Understanding of the unique culture and needs of college athletes preferred.

This position serves a diverse student and staff population, must demonstrate a commitment to improving outcomes for historically under-served populations, and is expected to contribute to the program’s diversity, inclusion, and equity efforts. USC Athletics is committed to increasing diversity in its staff and welcomes applications from persons of all backgrounds, ethnicities, races, genders, and sexual orientations.

This is a non-exempt position, and some overtime may be needed.

Role and Responsibilities:

  • Office Support

1.    Answer development office main line and provide customer service to all callers
2.    Manage the development office voicemail, including returning phone calls and forwarding voicemails when necessary
3.    Assist Chief Development Officer with travel and expenses
4.    Oversee athletics development office equipment, including scheduling maintenance and working with IT department when necessary
5.    Manage office supply and stationery ordering 
6.    Manage budgets for office supplies and stationery with supervisor
7.    Responsible for maintaining communal spaces in a professional manner – i.e., kitchen/supply room, reception area and student worker area
8.    Receives incoming mail, organizes bulk mailing projects in coordination with Mailing Services, sends FedEx packages. 

  • Management of Student Workers
    1.    Manage the hiring process for new student workers
    2.    Confirm and manage work schedules
    3.    Liaison between athletics human resources contact and student workers
    4.    Communicate necessary athletics announcements to the student workers

  • Development Support
    1.    Become proficient in PacFund, Salesforce, and other athletics and university databases to assist donors and staff
    2.    Assist with various projects including processing payments, mailing projects, and assisting with event reservations
    3.    Process ticket payments for Football and Basketball

Additional Duties:

  • Promotes an environment that fosters inclusive relationships and creates unbiased opportunities for contributions through ideas, words, and actions that uphold principles of the USC Code of Ethics.

  • Performs other related duties as assigned or requested. The University reserves the right to add or change duties at any time.

Qualifications:

  • The ideal candidate will possess a minimum education of an associate’s degree (bachelor’s degree preferred) and possess a minimum of 2 years of experience (3 years preferred) in secretarial or specialized clerical work, including some administrative experience. Combined experience/education as substitute for minimum education.

  • Experience working in higher education and/or a sports related field ideal.

Hourly Range:

The hourly rate range for this position is $22.29-$28.06. 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.

To Apply:

All candidates must submit a resume with their application. Additional materials may be requested at a later date. All USC employees will undergo reference checking and background screening prior to hire.

USC is an equal opportunity, affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy.

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at (213) 821-8100, or by email at uschr@usc.edu. Inquiries will be treated as confidential to the extent permitted by law.

USC will consider for employment all qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring ordinance.

-The ideal candidate will possess a minimum education of an associate’s degree (bachelor’s degree preferred) and possess a minimum of 2 years of experience (3 years preferred) in secretarial or specialized clerical work, including some administrative experience. Combined experience/education as substitute for minimum education.

-Experience working in higher education and/or a sports related field ideal.

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