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

The University of Southern California (USC), founded in 1880, is located in the heart of downtown L.A. and is the largest private employer in the City of Los Angeles. As an employee of USC, you will be a part of a world-class research university and a member of the “Trojan Family,” which is comprised of the faculty, staff, and students that make the university a great place to work.  

As a community of Dornsife College “we are committed to the creation, preservation, and communication of fundamental knowledge in all its forms…as well as a lifelong passion for learning and a commitment to the betterment of society.”  The academic mission of Dornsife College can only be realized to its fullest potential when we build and protect a representative, equitable, inclusive culture of scholarship for students, faculty, and staff.  This is not done through initiatives but by embedding these values into the everyday interactions, relationships, policies, and practices of the College.  What is required is a seamless integration of the tenets of equity and inclusivity into every facet of academic life.  If we want our scholars, staff, and students to be able to give their very best, we must create an academic environment that portends success.  

Success is possible when every member of the Dornsife community owns their role as a steward of the culture in which we learn, research, and work; when we believe that it is because of who we are that we are able to do what we do: achieve excellence, together. 

Achieving a robust and inclusive academic culture requires more than just the completion of a task, but includes that person’s capacity to contribute positively to the relationships and culture of their office or department.  Therefore, any applicant seeking to advance the mission of Dornsife College should also be assessed on their capacities beyond the technical elements of their work, and demonstrate an understanding of their impact on others, and to articulate how they contribute positively to those around them.

The USC Dana and David Dornsife College of Letters, Arts and Sciences is seeking a part-time Administrative Assistant I in the Brain and Creativity Institute (BCI). The largest and oldest of the USC schools, USC Dornsife functions as the academic core of the university, offering courses and advancing knowledge across the humanities, social sciences and natural sciences.

The Administrative Assistant I position at BCI and Dornsife Neuroscience Imaging (DNI) Center involves a broad spectrum of general office duties to support the daily operations of the BCI and DNI. 

Responsibilities:

  • Regular and ad hoc reporting of transactions and available balances of financial accounts under the BCI and the DNI, including its operating account, gifts, faculty research accounts, and projects.
  • Reporting of the DNI’s income and expenses related to its recharge center.
  • Meeting with the directors of the BCI and the DNI to discuss account balances and researching queries about accounts as needed.
  • Providing administrative support for the BCI and DNI Directors, Office Manager, Office Assistant and Cammilleri Hall staff.
  • Assisting with document preparation for events held at the BCI’s Joyce J. Cammilleri Hall and maintaining timely communication with Hall clients.
  • Booking travel arrangements for BCI and DNI faculty, research staff and grad students.
  • Submitting cash advances and reimbursement requests for BCI and DNI faculty research staff and grad students.
  • Updating the BCI’s website.

Additional responsibilities may include:

  • Submitting building and maintenance requests.
  • Ordering office supplies and equipment.
  • Preparing monthly scan reports for the DNI Director and Co-Director.

Preferred Qualifications:

  • Excellent written and verbal communication skills.
  • Outstanding organizational skills, possess extreme attention to detail.
  • Ability to work both independently and as a team member.
  • Committed to stated days and hours. 
  • Skilled with MS Word and Excel.
  • Experience with Workday Financial System, Concur, FBS and Word Press.

The candidate must also ensure proper filing and confidentiality of all documents and communications.

The Administrative Assistant I position will be part-time (20 hours/week; Monday-Friday, onsite) for a fixed term of 12 months, at which time will be evaluated as a full-time position.  Prior to becoming full-time, the position may involve working additional hours (not to exceed 7.5/day) conducive upon the operational needs of the department.

Salary range: The hourly rate range for this position is $22.29 – $24.60. 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.

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

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 (5) five business 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.

Minimum Education: Associate’s degree, Combined experience/education as substitute for minimum education
Minimum Experience: 2 years
Minimum Field of Expertise: Secretarial or specialized clerical, including some administrative experience.

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