Administrative Assistant II

About the role

The University of Southern California (USC) Facilities Planning and Management (FPM) is seeking an Administrative Assistant II to join its team!

About USC Facilities Planning and Management (FPM)

FPM is responsible for planning, developing, and maintaining the breadth of the facilities at USC, and is also dedicated to creating a safe environment for our USC community. Woven into every service, safety is of upmost importance. As FPM, this diverse group of innovative and talented professionals provide high-quality facilities construction, operations and maintenance services at USC and serve as dedicated stewards of USC and FPM core values. FPM values integrity, excellence, community, well-being, open communication, and accountability.

Come and join the FPM team - a team that works as trusted partners, shaping an environment of innovation and excellence. Apply today!

Administrative Assistant II - Position Summary

The Administrative Assistant II provides advanced administrative and operational support to their supervisor and the Facilities Planning and Management (FPM) division. This position plays an important role in supporting daily office operations, coordinating administrative activities, and ensuring the efficient flow of work across the department.

Responsibilities include supporting the purchasing and procurement of equipment, supplies, and other departmental resources, coordinating meetings and departmental events, managing schedules, maintaining records and documentation, and supporting various administrative and operational initiatives. The Administrative Assistant II serves as a knowledgeable resource on departmental and university policies, procedures, and processes, while exercising sound judgment, discretion, and initiative in addressing routine to moderately complex administrative matters.

The position works collaboratively with FPM staff, university departments, vendors, and external partners to facilitate communication, coordinate resources, resolve issues, and support departmental priorities. The ideal candidate is highly organized, detail-oriented, adaptable, and capable of managing multiple priorities in a fast-paced environment while maintaining a high level of professionalism and customer service.

Job Accountabilities

• Organizes and expedites flow of work through the supervisor's office and/or administrative department.
• Initiates follow-up action.
• Serves as a resource to others on departmental and university procedures or in the resolution of moderate to complex problems or issues.
• Interacts with university offices and/or supervisor's subordinates to facilitate communications and information exchange.

Coordinates department public relations functions, as assigned, such as special events, conferences, seminars, etc. Arranges with vendors for sites, facilities, catering, guest accommodations, etc. Coordinates production and/or distribution of promotional materials.

• Assists in maintaining office equipment and purchases.
• Composes and produces a variety of business correspondence, reports, confidential documents and/or forms, and related materials or guides the work of other staff who produce these materials. Reviews and signs, as authorized.

• Researches and gathers data for departmental reports.
• Conducts preliminary analysis of data.
• Recommends report content and format to display findings most effectively.

Ensures confidentiality and controls access to sensitive information such as faculty or staff personnel files.

• Maintains unit or departmental database and related records.
• Enters and/or verifies database transactions.
• Provides technical support and design of enhancements.

• Provides guidance and direction to staff and/or student workers, as assigned.
• Schedules, assigns or prioritizes workloads.
• Sets appropriate deadlines.

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

Minimum Qualifications

• Bachelor's Degree. Combined experience/education as substitute for minimum education.
• 3 years of administrative and/or secretarial support experience.

• Valid CA driver's license required with a minimum of 2 years' driving experience.
• Position will participate in the Department of Motor Vehicles (DMV) Pull Notice System.
• A copy of DMV record will be required as a final condition of employment.
• For more information, please visit the policy website(opens in new window)

Preferred Qualifications

• Experience in a facilities administrative support position.
• Experience with moderate-to-complex conference room scheduling and/or calendaring for executive-level staff.

Benefits

We offer an excellent package of benefits and programs including, but not limited to:

• Tuition assistance for you and your family
• Comprehensive health, dental and vision insurance options
• 403b retirement account with matching contribution by USC
• 50% subsidy off Metro, LADOT, and Metrolink passes

Annual Range

The hourly range for this position is $2 6.59/hr. - $29.19/hr. 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.

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