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

USC’s Department of Neurological Surgery is now hiring an Administrative Assistant II to join its team. The Administrative Assistant will be responsible for maintaining day-to-day business operational processes and systems that support the faculty and clinical leaders within the division of Neurological Surgery. We are seeking a highly communicative and detail-oriented individual who can work effectively both independently and with our team. Responsibilities include:

  • Provides a high level of administrative support to faculty and senior clinical leaders including schedule management, coordinating meetings with key stakeholders and making schedule changes, often making independent decisions regarding competing interests that must be quickly and thoughtfully prioritized.
  • Aids in surgery scheduling for spinal and cranial cases, must demonstrate ability to work with a multi-disciplinary team
  • Coordinate telemedicine appointments
  • Demonstrated ability to handle multiple projects simultaneously in a fast-paced environment with little direct supervision. Ability to set priorities and organize time to see projects through to successful completion and ensure projects are not lost or forgotten as new needs emerge
  • Schedules and coordinates various departmental and cross-functional meetings, ensures that calendars are aligned when required, distributes meeting materials in advance of meetings as appropriate
  • Maintains and updates faculty CVs
  • Create and maintain website and social media for senior Neurosurgery faculty
  • Effectively coordinates high volume of travel domestically and internationally with complicated itineraries and meetings. This includes air and ground transportation, hotel reservations, out of town dining, and car rentals, prepare itineraries and identify cost-efficient travel options. You will contact meeting participants to confirm agendas, locations, and all details, as well as completion of expense reports
  • Assists in maintaining faculty credentialing which may include compiling materials for applications and/or renewals of clinician licensure, credentialing, privileging, and insurance coverage; ensuring timely submissions; routing credentialing paperwork; updating physician and clinical staff documentation; maintaining databases and generating reports; and sorting credentialing related mail, faxes, and emails
  • Create, route & process written and verbal correspondence while exercising a high degree of discretion and confidentiality
  • Ensure urgent and priority correspondence and matters are communicated in a timely and effective manner to faculty and management
  • Participate as part of a team in planning, coordinating and executing events such as: medical symposia, national meetings/conferences etc.
  • Implement systems to file, organize, and archive information
  • Provides general office support which may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, processing expense reports, and maintaining electronic and hard copy filing systems.

Hourly range

The salary range for this position is $30.62 – $33.00 per hour. 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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