Executive Secretary – (Los Angeles, California, United States)

USC Department of Orthopaedic Surgery is seeking an Executive Secretary to provide support to the Department Chair and other administration functions

The hourly rate range for this position is $37.84 – $42.11. 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.

Essential duties and responsibilities:

  • Organizes the office of a dean or officer of the University (executive) and makes day-to-day administrative and operational decisions on his/her behalf. Provides direction and guidance to assigned staff and student workers. Schedules work, establishes priorities and ensures deadlines are met. Establishes and maintains office and recordkeeping systems and procedures.
  • Prepares official academic and business correspondence ensuring acceptable pre-established formats are followed. Takes and transcribes dictation of a highly confidential nature.
  • Reviews and prioritizes all incoming correspondence. Determines actions required and follows through to completion. Researches and drafts responses on behalf of executive, refers to executive’s direct reports for action, or refers to executive for personal reply.
  • Screens incoming calls and visitors, determining what contact or action is required for satisfactory disposition. Provides ongoing public relations on executive’s behalf with visiting dignitaries, trustees, major donors, parents and other VIP’s. Assists visitors with resolving problems, often coordinating resolution with other university offices.
  • Maintains executive’s calendar and accepts or declines commitments, both local and out-of-area, on his/her behalf. Reschedules existing appointments as deemed appropriate.  Makes travel arrangements for executive as needed.
  • Facilitates communications between executive and his/her direct reports. Assesses and prioritizes the urgency of situations and determines appropriate action.
  • Interacts with university offices on behalf of an executive to facilitate communications and critical information exchange. Handles all assigned communication and correspondence including sensitive and confidential matters. Represents supervisor through telephone and personal contacts, as needed.
  • Plans meetings and events hosted by executive. Coordinates arrangements with internal and/or external vendors to include travel, lodging, refreshments, guest speakers, and presentation materials and equipment. Attends events to ensure arrangements are handled according to plan and as a representative of the executive.
  • Maintains the confidentiality and currency of office records and files including personnel records for faculty and staff.
  • Organizes, captures, and addresses ad hoc projects.

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

Minimum Education: Bachelor’s degree, Combined experience/education as substitute for minimum education
Minimum Experience: 3 years
Minimum Field of Expertise: Directly related professional experience in area of program specialization.
Job Qualifications:
1.Strong organizational skills are required. Experience with project management and program administration are preferred.
2.Strong communication skills are essential.
Additional Information:
Preferred skills/requirements: Clear communication is an expected competency/skill for the role.
Preferred skills/requirements: Ensure professional written and verbal communication in all matters.

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