Administrative Assistant II – (Alhambra, California, United States)

The Department of Family Medicine in the Keck School of Medicine at USC is seeking an administrative assistant to join the Department’s administration team and work closely with the Department’s leadership.  We are looking for a dynamic, organized, self-motivated individual.  The Department provides education to medical students, physician assistant students, medical residents and community physicians.  It delivers primary care to patients at multiple clinic sites.  Some faculty also engage in research.    The position reports to the Administrative Offices Manager.

Duties for this position may include:

Administrative Assistance

  • Assists Senior Clinical Administrative Director (& other faculty as assigned) with calendar and projects.
  • Coordinates meetings for administration (e.g., finds meeting times, books space, sets up teleconference links, prepares documents, orders food, takes minutes, and distributes action items, as needed).
  • Distributes announcements to faculty, staff, etc as needed.
  • Provides administrative support on projects. (e.g., onboarding schedules, preparing draft documents or powerpoint presentations).

Financial Transactions

  • Processes and logs faculty discretionary transactions for student health faculty and others as needed.
  • Processes and logs other financial transactions for the administrative team.

Shared Reception Duties

  • Works onsite in the Alhambra office (HSA) two to three days a week.
  • Greets and directs guests of the Family Medicine administrative offices.
  • Answers department phone and provides customer assistance.
  • Serves as contact for USC mail services.  Sorts and sends mail, letters, and packages.  Collects mail from mail room.
  • Helps maintain copy room and distributes faxes.
  • Assists employees with booking HSA 4th floor conference rooms.

Special Projects

  • Assists with department events (e.g., retreat, holiday party, meetings).
  • Assists with media or marketing projects.
  • Assists with department reports.
  • Provides back-up for Alhambra facility needs.
  • Assists Administrative Offices Manager as needed.

Preferred Qualifications


  • 5 years of relevant experience in a university, preferably at USC
  • Experience with providing administrative support within a detail-oriented, confidential environment.
  • Impeccable integrity and high degree of responsibility, accountability and authenticity.
  • Ability to effectively interact with all levels of internal and external stakeholders.
  • Previous experience working with staff and faculty in a busy, highly productive environment.
  • Strong communication skills.
  • Interpersonal effectiveness, including strong relationship building.
  • Resourcefulness, ability to find answers to questions.
  • Knowledge of University systems like Workday, Concur, Marketplace, Canva, Outlook, Microsoft Office Suite.

Required Applicant Documents:

  • Resume/CV
  • Cover Letter

Please attach these two documents during the application process.

Minimum Education: Bachelor’s degree

Combined experience/education as substitute for minimum education

Minimum Experience: 3 years

Minimum Field of Expertise: Specialized clerical and administrative experience

Applicants may apply through the University of Southern California careers website at http://usc

The hourly rate range for this position is $24.62 – $33.48. 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.

Minimum Education:
Bachelor’s degree

Addtional Education Requirements
Combined experience/education as substitute for minimum education

Minimum Experience:
3 years

Minimum Skills:
Secretarial or specialized clerical and administrative experience.

Preferred Education:
Bachelor’s degree

Preferred Experience:
4 years

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