Administrative Assistant II - University of Southern California

The Department of Family Medicine in the Keck School of Medicine at USC is seeking an administrative assistant to join the Department’s administration team and work closely with the Department’s leadership. We are looking for a dynamic, organized, self-motivated individual. The Department provides education to medical students, physician assistant students, medical residents and community physicians. It delivers primary care to patients at multiple clinic sites. Some faculty also engage in research. The position reports to the Administrative Offices Manager. Duties for this position may include: Administrative Assistance Assists Senior Clinical Administrative Director (& other faculty as assigned) with calendar and projects. Coordinates meetings for administration (e.g., finds meeting times, books space, sets up teleconference links, prepares documents, orders food, takes minutes, and distributes action items, as needed). Distributes announcements to faculty, staff, etc as needed. Provides administrative support on projects. (e.g., onboarding schedules, preparing draft documents or powerpoint presentations). Financial Transactions Processes and logs faculty discretionary transactions for student health faculty and others as needed. Processes and logs other financial transactions for the administrative team. Shared Reception Duties Works onsite in the Alhambra office (HSA) two to three days a week. Greets and directs guests of the Family Medicine administrative offices. Answers department phone and provides customer assistance. Serves as contact for USC mail services. Sorts and sends mail, letters, and packages. Collects mail from mail room. Helps maintain copy room and distributes faxes. Assists employees with booking HSA 4th floor conference rooms. Special Projects Assists with department events (e.g., retreat, holiday party, meetings). Assists with media or marketing projects. Assists with department reports. Provides back-up for Alhambra facility needs. Assists Administrative Offices Manager as needed. Preferred Qualifications Experience 5 years of relevant experience in a university, preferably at USC Experience with providing administrative support within a detail-oriented, confidential environment. Impeccable integrity and high degree of responsibility, accountability and authenticity. Ability to effectively interact with all levels of internal and external stakeholders. Previous experience working with staff and faculty in a busy, highly productive environment. Strong communication skills. Interpersonal effectiveness, including strong relationship building. Resourcefulness, ability to find answers to questions. Knowledge of University systems like Workday, Concur, Marketplace, Canva, Outlook, Microsoft Office Suite. Required Applicant Documents: Resume/CV Cover Letter Please attach these two documents during the application process. Minimum Education: Bachelor’s degree Combined experience/education as substitute for minimum education Minimum Experience: 3 years Minimum Field of Expertise: Specialized clerical and administrative experience Applicants may apply through the University of Southern California careers website at http://usc careers.usc.edu/. The hourly rate range for this position is $24.62 - $33.48. 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 Minimum Education: Bachelor's degree Addtional Education Requirements Combined experience/education as substitute for minimum education Minimum Experience: 3 years Minimum Skills: Secretarial or specialized clerical and administrative experience. Preferred Education: Bachelor's degree Preferred Experience: 4 years USC is a smoke-free environment USC is an equal opportunity, affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy. USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations, including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance, and with due consideration for patient and student safety. Please refer to the Background Screening Policy Appendix D for specific employment screen implications for the position for which you are applying. We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at (213) 821-8100, or by email at uschr@usc.edu. Inquiries will be treated as confidential to the extent permitted by law. Read USC’s Clery Act Annual Security Report Affirmative Action and Equal Opportunity Plan Pay Transparency Non-Discrimination USC is an E-Verify Employer Digital Accessibility If you are a current USC employee, please apply to this USC job posting in Workday by copying and pasting this link into your browser: https://wd5.myworkday.com/usc/d/inst/1$9925/9925$116454.htmld USC is a leading private research university located in the heart of downtown Los Angeles – a global center for arts, technology and international business. As the largest private employer in the city – responsible for more than $5 billion annually in economic activity in the region – we offer the opportunity to work in a dynamic and diverse environment, in careers that span a broad spectrum of talents and skills. As a USC employee, you will enjoy excellent benefits and perks, and you will be a member of the Trojan Family - the faculty, staff, students and alumni who make USC a great place to work. Application help If you need assistance during the application process, see our application help. (If you already work for USC, see Your USC career.) At any point you may also contact our HR Service Center for help at (213) 821-8100 or uschr@usc.edu.