Administrative Assistant II

The Management and Organization (MOR) Department at the Marshall School of Business is focused on teaching and research in an interdisciplinary format in the fields of Organizational Behavior, Strategy, and Organizational Theory. Our 37 full time and 10 part time faculty have a variety of backgrounds, including psychology, sociology, economics, and general management/strategy. We are a collaborative and inclusive group of scholars.

MOR is looking to recruit an Administrative Assistant II to join the team.  The candidate will oversee the primary day-to-day operational functions of the front office and be the primary administrative support to chair, operations manager and faculty. Must possess exceptional organizational and technical skills, must be a team player and problem solver.

This role is required to work onsite 5 days a week, with eligibility for one remote day (Hybrid) schedule after six months of employment.

Responsibilities and Duties

• Manage and maintain the operations of the front office including ordering of supplies, scheduling rooms, oversight of parking, phones, student workers, guests, etc. 
• Composes and produces a variety of business correspondence, reports, confidential documents and/or forms, and related materials.
• Provides support and coordination for all front-office related tasks: field phone calls, greets guests, manages departmental calendar.
• Maintains departmental database and related records.
• Maintains and serves as a resource to faculty on departmental and university procedures.
• Manages special projects as requested by supervisor and/or department chair.
• Coordinates and provides support for department meetings, conferences, seminars, and special events.
• Establishes and maintains hard copy and/or electronic files and records, including sensitive information.
• Arranges with vendors for sites, facilities and catering.
• Supports new faculty with onboarding.
• Trains and supports faculty with Brightspace, Sharepoint and individual webpages. 
• Manages departmental website updates. 
• Ability to be flexible and adaptable in the face of changing priorities and fluctuating workloads.
• Assists with maintaining office equipment.
• Interacts with university offices and/or supervisor’s subordinates to facilitate communications and information exchange. 
• Order office supplies.
• Reconcile procard purchases

Preferred Qualifications

• Must be able to communicate accurately, clearly, and with a high standard of excellence, both written and oral.
• Strong organizational skills and the ability to manage several on-going projects.
• Proficient with computers, Zoom, and Microsoft Office (Excel, Word, Outlook etc.). 
• Must be able to effectively handle multiple tasks at once and prioritize workload appropriately.
• A high ethical and moral standard and always maintaining confidentiality.  
• Exceptional customer service skills, including a pleasant and professional phone and email, a positive attitude in resolving problems and concerns promptly and accurately.
• Must be able to work independently in a highly multi-faceted department and a team environment.

Minimum Qualifications

• 3+ years administrative assistant experience supporting multiple 

Personnel in a higher education setting. 

• Experience in a higher education environment, preferably around business 
• Ability to work independently and as part of a team. 
• Strong organizational skills with attention to detail required.

Anticipated Hiring Range:

The annual base salary range for this position is $25.73 - $29.41 - $32.48. 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.

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 seven calendar 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 networ