Administrative Assistant II

The USC School of Cinematic Arts is seeking a confident, detail-oriented, and highly organized Administrative Assistant II to support the Industry Relations department, which serves as the bridge between USC students and the professional film, television, and media industries. This is a pivotal role at the intersection of academic support, executive assistance, event coordination, and financial operations. The Administrative Assistant II will provide direct support to the Assistant Dean of Industry Relations, oversee day-to-day departmental operations, manage internal communications and budgets, supervise a team of student workers, and coordinate departmental systems and logistics.

The ideal candidate is someone who thrives in a fast-paced, high-volume environment and who brings strong communication skills, financial acuity, and organizational leadership to the table. This role requires someone who is not afraid of numbers, who can confidently run departmental and budget meetings, and who is comfortable standing firm when managing competing needs and expectations within a collaborative team environment.

Key Responsibilities

Executive & Administrative Support

• Provide high-level executive support to the Assistant Dean of Industry Relations, including managing a complex calendar, coordinating travel, and organizing meetings with internal leadership, staff, and faculty.
• Serve as the primary point of contact for the Assistant Dean’s office, facilitating communication between departments, faculty, alumni, and industry partners.

Departmental Operations & Budget Management

• Oversee day-to-day administrative operations within Industry Relations, ensuring office efficiency and coordination across staff and student teams.
• Hire, schedule, train, and supervise 10+ student workers; manage workload distribution and provide mentorship and oversight.
• Serve as a liaison to key SCA and USC departments including Operations & Facilities, Technical Support, Business Services, and Student Services.
• Manage and reconcile five departmental budgets, including unrestricted program and gift funds.
  • Prepare annual budget proposals and assist in long-term planning.
  • Review staff expenditure requests and monitor spending across accounts.
  • Run and maintain detailed Excel spreadsheets and financial tracking systems.
  • Submit and manage financial documentation such as purchase orders, travel reimbursements, and internal transfers via platforms like Workday, and Concur.
  • Confidently coordinate and lead budget meetings within the department, clearly presenting budget data, standing firm on budget limits, and addressing spending concerns directly and diplomatically.

Event & Guest Coordination

• Plan and execute department-led events, including industry panels, mixers, screenings, and student workshops.
• Coordinate all logistics for high-profile VIP guests, ensuring seamless experiences and upholding professional standards of discretion and hospitality.
• Maintain confidentiality and professionalism when supporting events involving external partners, faculty, and students.

Policy, Workflow & Office Management

• Assist in developing and implementing departmental policies and workflows to ensure consistent operations.
• Maintain digital and physical file systems; monitor inventory and anticipate supply and equipment needs.
• Coordinate repairs and upgrades to office technology and systems in collaboration with facilities and IT teams.
• Represent the department in SCA-wide staff meetings and cross-unit collaborations.

Required Qualifications

• Bachelor’s degree required; background in Film/TV, Communications, Business, or a related field preferred.
• Minimum 2 years of full-time administrative experience, ideally in a university or entertainment industry setting.
• Strong proficiency in Microsoft Excel (formulas, pivot tables, budget tracking).
• Proficiency with Microsoft Office Suite and USC platforms including Workday, Concur, and Outlook.
• Excellent verbal and written communication skills; able to communicate effectively across teams and roles.
• Demonstrated ability to manage multiple time-sensitive tasks in a high-volume, deadline-driven environment.
• Ability to maintain discretion while handling sensitive data involving students, budgets, and high-profile external contacts.
• Experience supervising and mentoring student workers.

Preferred Qualifications

• Familiarity with USC and SCA organizational structures, policies, and systems.
• Knowledge of the entertainment industry or interest in suppor