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

The Mork Family Department of Chemical Engineering and Materials Science (MFD) of the USC Viterbi School of Engineering seeks to recruit an Administrative Assistant II to support day-to-day operations. The Administrative Assistant will provide support to department leadership for the Ershaghi Center of Energy Transition (E-CET) and MFD, performing an array of duties that may range from managing calendars, assisting with visitors, managing facilities requests, and managing events. Responsibilities include a wide range of administrative services within the department and general office activities.

The ideal candidate for this position is an agile and adaptable administrative professional with a range of administrative and coordination skills. The Administrative Assistant will be expected to work independently with minimal supervision to perform diversified and advanced confidential secretarial and administrative duties.  The right candidate demonstrates good judgement while being a highly motivated and a detail-oriented team player.

This a grant/project funded position.

Primary Responsibilities Include:

  • Contributes to a range of administrative services within MFD and E-CET with general office activities.
  • Provides department leaders with calendaring and other administrative support.
  • Supports management of basic budgets and financial processes on assigned events or projects. 
  • Supports in-person and virtual events within MFD and E-CET.
  • Responds to all inquiries and requests for information in a timely manner. Serves as an internal resource to administrators, faculty, staff, and/or students.
  • Composes and produces a variety of business correspondence, reports, and related materials.
  • Ensures confidentiality and controls sensitive information.
  • Assists with facilities, visas and visitor requests.
  • Performs other related duties as assigned or requested. 

Job duties may be added or modified as needed.

Diversity, equity, and inclusion are central to the mission of the USC Viterbi School of Engineering. Viterbi staff are expected to facilitate a culture of support and service, to model civility and respect across all facets of their work, and to maintain the highest ethical standards and to maintain strict confidentiality across all facets of their work. The Administrative Assistant is expected to demonstrate impeccable ethics and collegiality, and to promote an environment that fosters inclusive relationships and upholds principles of the USC Code of Ethics.

Preferred Qualifications:

  • Bachelors’ degree with 3 years high-level administrative assistance experience including knowledge of university policies and procedures. 
  • Keen organizational skills with strong attention to detail. Ability to review documents for accuracy and completeness is essential
  • Demonstrated capacity to effectively handle multiple and overlapping tasks to ensure timely completion within established timelines
  • Demonstrated, positive communication and interpersonal skills. Position requires regular interaction with interdepartmental staff, faculty members, students, and outside collaborators
  • Proficient computer skills (including Word, Excel, Outlook, PowerPoint, and Adobe) and internet research skills.

Additional Information:

This is a hybrid position. The Budget/Business Analyst will be expected to work fully onsite for the initial training period, and will subsequently be eligible to work 3 days onsite, with 2 days of remote flexibility. This position is not eligible for fully remote work. 

Pay Range: The hourly rate range for this position is $24.75- $28.39. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope of 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.

Funding: This position is funded by a program and may be funded by a subsequent program grant. Accordingly, your position is contingent upon receipt of the necessary funding from this or any subsequent program grant to continue employment. In the event funding for your position changes and it becomes necessary to adjust your percentage of effort or it becomes necessary for your employment with the University of Southern California to end, you will receive one (1) month written notification of termination. According to university policy, no severance benefits are paid to employees hired under a program grant. When you leave, your final paycheck will include pay for days worked, and for accrued and unused vacation. The university does not pay for accrued and unused sick days upon termination.

Required Applicant Documents:

A resume/CV and a cover letter are required. Please feel free to upload your application materials in a single document.

USC and the Viterbi School:

The University of Southern California (USC), founded in 1880, is 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, students, and staff that make the university what it is.

Founded in 1905, the USC Viterbi School of Engineering is named for Andrew Viterbi who developed an algorithm to connect the world’s citizens. Similarly, the school, located in Los Angeles, a global center for arts, technology and international business in the heart of the Pacific Rim, is a hub for entrepreneurship that connects students from 64 countries.

USC Viterbi is a pioneer in restoring sight to the blind; restoring memory to sufferers of Alzheimer’s; and socially assistive robots to aid seniors with stroke or children with autism. It is the home of the first operational quantum computing center in academia. Our alumni include Neil Armstrong, first human on the moon; A.C. Mike Markkula, co-founder of Apple; and Wanda Austin, former CEO of the Aerospace Corporation.

The USC Viterbi School is consistently ranked among the top graduate programs (U.S. News and World Report). Under the leadership of Dean Yannis C. Yortsos, the school helped re-imagine the 21st century engineer, pioneering the Grand Challenge Scholars Program in schools across the globe. Our mission is to serve California, the nation and the world. At USC Viterbi, we call this the enabling power of Engineering+.

Minimum Education: Bachelor’s degree, Combined experience/education as substitute for minimum education
Minimum Experience: 3 years
Minimum Field of Expertise: Secretarial or specialized clerical and administrative experience

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