University of Southern California
Job Details
This full-time role as an Administrative Assistant I will have responsibility to assist with invoice submission (Accounts Payable and Accounts Receivable), deposit preparation, gift shop sales / inventory management, departmental purchasing, and booking boat transportation for students, faculty, researchers, and staff, ensuring a smooth WMSC Administrative Office operation overall.
The Wrigley Marine Science Center (WMSC) is a field station tailored to the needs of environmental and sustainability research. Located in a pristine environment on Santa Catalina Island, just 22 miles from Los Angeles, WMSC provides unparalleled access to both unspoiled natural systems and areas heavily affected by human activity. WMSC is equipped to host both undergraduate and graduate courses and individual academic researchers.
Responsibilities
- Responds to inquiries and requests for information pertaining to the facility and requiring knowledge of departmental and university policies and procedures.
- Performs administrative duties associated with scheduling and coordinating meetings and planning events. Records minutes and summarizes for typing and distribution.
- Orders supplies and materials for departments who request assistance. Oversees gift shop inventory management and sales, including purchasing new stock as needed. Follows USC procurement policy and maintains and reconciles Travel and Procurement card transactions.
- Maintains fleet vehicle reservations and billing data. Reviews and approves driver applications according to policy and insurance guidelines.
- Maintains Google Calendar boat manifest and responds to boat reservation/travel inquiries. Books travel and submits reimbursements for other staff members.
- Prepares invoices to be submitted to Accounts Payable, with occasional vendor correspondence. Prepare invoices for and accept payment for guest invoices and staff rent bills. Prepares cash, check, and credit card deposits for submission.
- Researches and gathers data for departmental reports. Conducts preliminary analysis of data. Recommends report content and format to display findings most effectively.
- Assists in budget preparation by gathering historical data in a limited area, such as materials and supplies. Tracks and monitors assigned budget expenditures and reports on variances.
- Provide client relations support and collect feedback from visiting groups to continually improve program and facility operations for efficiency and user-friendly capability
- Oversees office operations. Implements changes or enhancements to procedures to improve productivity, efficiency and service.
Minimum Qualifications
- Associate’s degree or combined experience/education as substitute for minimum education
- A minimum of 2 years experience in a business or office setting
- Provides a professional image at all times through appearance and dress
- Able to work well independently with little supervision
- Strong attention to detail to ensure office operations run smoothly
- Ability to learn and follow all USC policies around financial and operating procedures
- Promote positive relationships in communication and cooperation with all coworkers and clients
- Excellent customer service, organizational, planning, travel arrangement, and strong oral and written communication skills
- Proficient with Microsoft Office 365 tools, such as Outlook, Excel, Word, PowerPoint, and Access
Preferred Qualifications
- Bachelor’s degree or combined experience/education as substitute for minimum education
- 3 or more years of experience in a business or office administrative setting in a university environment, preferably USC
- Skills in analysis, data collection, database management, and process improvement
Schedule: Monday-Friday, 8:00am-4:30pm. Some weekend and evening hours may be required. This position is eligible for overtime.
Location: Wrigley Marine Science Center, Catalina Island, California
Hourly range:
The hourly rate range for this position is $22.01 -$24.25. 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. USC offers a generous benefits package, including health insurance, a retirement account, life insurance, tuition benefits, and a wide range of discounts. The university invests hundreds of millions of dollars every year to provide these benefits, and they represent an important and substantial part of your overall compensation package. For more details on USC Benefits and Perks, visit: employees.usc.edu/benefits-perks.
Housing and Living Arrangements:
You are eligible for a private or shared housing in Two Harbors (Catalina Island) starting at $438/month (trash and sewer utilities included).
In the village of Two Harbors there is a small general store, restaurant/bar, dive shop, snack shack, bed and breakfast, etc. It is a small town with a tight-knit community. USC employees carpool to work (USC’s campus is two miles from Two Harbors) each day. Lunch is available each day in the dining hall, or employees can take the carpool home for their lunch break.
USC has a boat that employees and their guests can ride for no charge. The USC vessel has departure times from SCMI in San Pedro Monday through Friday. To check the boat schedule and make a reservation, please visit www.dornsife.usc.edu/wrigley/transportation. Catalina Express also has a public charter to the island for additional transportation needs.
About The Wrigley Institute
The mission of the USC Wrigley Institute for Environmental Studies is to inspire global environmental solutions through frontier research and education. Located in Los Angeles at the University of Southern California, one of the nation’s premier research universities, we also have a satellite campus on California’s beautiful Santa Catalina Island. Through education, research, and engagement, we train the next generation of environmental leaders, develop original solutions to the world’s most pressing environmental problems, and encourage nonpartisan action for sustainability and environmental justice.
We Are Home To
WIES is part of USC’s oldest and largest school, the Dana and David Dornsife College of Letters, Arts and Sciences, and a key player in the university’s high-profile sustainability initiatives.
- Dornsife’s Environmental Studies academic program, which grants both undergraduate and graduate degrees;
- The Wrigley Marine Science Center, our Catalina Island research base;
- The USC Hyperbaric Chamber, which serves the Southern California dive community;
- USC Sea Grant, which conducts outreach and advocacy on the urban ocean;
- Research centers on Earth & Environmental Systems, Applied Environmental Solutions, and Social Transformation; and
- Signature public events that bring together business leaders, policy makers, activists, and scholars for conversations of consequence on the environment and sustainability
A job with the Wrigley Institute is an opportunity to help solve one of the most important challenges of our era. We are growing rapidly, with dedicated communications and DEI programs to help maximize our reach and ensure that the work we do is beneficial for everyone. Join us to help create a more sustainable future!
Position is eligible for USC benefits and is open until filled.
Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.
The University of Southern California is an Equal Opportunity Employer that Values Diversity.
Minimum Education: Associate’s degree, Combined experience/education as substitute for minimum education Minimum Experience: 2 years Minimum Field of Expertise: Secretarial or specialized clerical, including some administrative experience.
