University of Southern California
Essential Responsibilities Include
- Establishes and organizes office standards and procedures. Assists in developing and coordinating implementation of department policies and procedures. Maintains currency or revisions to department, school and/or University policies and procedures. Communicates or documents changes in a timely manner. Develops forms, flowcharts and systems requirements for information and training, as required.
- Supervises five full-time staff – recruits, screens, hires, trains and directly supervises all assigned subordinate staff. Evaluates employee performance and provides guidance and feedback. Counsels, disciplines and/or terminates employees as required. Recommends departmental goals and objectives, including workforce planning and compensation recommendations. Reassesses or redefines priorities as appropriate in order to achieve performance objectives. Ensures personnel files are up to date and secure. Supports employment administration and human resources processes, serving as a point of contact with the Dornsife HR department.
- Establishes and maintains systems for administration of records for the assigned area, including electronic files and databases. Designs filing systems and ensures filing systems are maintained and up to date. Ensures effective transfer of files and records. Transfers and disposes records according to retention schedules and policies.
- Maintains office efficiency. Supervises and delegates office equipment maintenance.
- Reviews, analyzes, and makes recommendations to supervisor regarding requests submitted by departmental staff, e.g., expenditure or personnel requests.
- Acts as liaison between supervisor and his/her subordinates for communicating information, assignments, priorities and special requests. Monitors status of pending items and follows-up, as needed.
- Researches, gathers, organizes and summarizes data for reports. Analyzes data for trends or conclusions and presents results and recommendations to supervisor. Composes and prepares written documents and correspondence for the office, including memos, letters, presentations, and spreadsheets.
- Assists in the administration of fiscal resources to meet a variety of ongoing and emergent priorities (e.g., budget development and administration, grant administration, fund-raising activities, etc.) Gathers pertinent data to facilitate financial efforts. Authorizes expenditures within established limits. Tracks and monitors fiscal activity and analyzes variances. Produces interim financial reports. Prepares and maintains internal accounting records, as necessary.
- Coordinates department public relations functions, as assigned, which may include special events, conferences, seminars, etc. Plans and coordinates special events, conferences and/or seminars. Develops promotional materials and updates event calendars on social media. Negotiates with vendors for sites, facilities, guest accommodations and meals.
- Develops and implements security related procedures such as office opening and closing routines, recognition of duress signals and key controls. Coordinates security activities with Department of Public Safety. Promotes and maintains standards for security conscious awareness and behavior. Maintains knowledge of University’s crime prevention and suppression programs and services. Ensures dissemination of security related information to staff.
Preferred Qualifications and Skills:
- Bachelorâ€™s degree
- At least 4 years of office management with budget administration in higher education/academic unit.
- Must be dependable, capable of working in a high paced environment and have strong communication and interpersonal skills.
Salary range: The annual base salary range for this position is $73,838 – $85,190.70. 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 candidateâ€™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.
Required Documents and Additional Information:
- Resume and cover letter required (may be uploaded as one file). Please do not submit your application without these documents.
- Job openings are posted for a minimum of (5) business days. This job may be removed from posting boards and filled any time after the minimum posting period has ended, so please apply on the same business day if interested.
- USC has excellent benefits, including health benefits for staff and their family with access to the renowned university medical network; eligibility for retirement plans with employer contributions after six months of employment; tuition benefits for staff and their family; free Professional Development classes; central Los Angeles location with easy access to commuter trains, buses and free tram pick up services; discounts on sporting, recreation, art venues, and other campus events.
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: Bachelor’s degree, Combined experience/education as substitute for minimum education Minimum Experience: 3 years Minimum Field of Expertise: Office management combined with experience in budget administration.