Administrative Assistant II

We are seeking a highly organized, detail-oriented, and customer-focused Administrative Assistant II to provide advanced administrative and operational support within our department. This position plays a vital role in ensuring the efficient operation of the office by managing administrative processes, coordinating communications, supporting budget and grant activities, organizing departmental events, and maintaining confidential records.

The ideal candidate is a proactive professional who can manage multiple priorities, exercise sound judgment, and work collaboratively with faculty, staff, students, and external partners.

Key Responsibilities

As the Administrative Assistant II, you will:

Administrative Support

• Coordinate and expedite the flow of work through the department and supervisor's office.
• Manage calendars, meetings, correspondence, and office communications.
• Prepare, edit, and distribute business correspondence, reports, presentations, confidential documents, and other administrative materials.
• Screen and prioritize incoming calls, emails, and inquiries, responding independently when appropriate.
• Maintain office equipment and coordinate the purchase of office supplies.

Communication & Customer Service

• Serve as a resource on departmental and university policies and procedures.
• Facilitate communication among faculty, staff, students, university offices, and external organizations.
• Resolve administrative issues and respond to inquiries with professionalism and discretion.

Records & Information Management

• Maintain confidential personnel and departmental records.
• Manage departmental databases by entering, verifying, and updating information.
• Recommend and implement database enhancements to improve efficiency and accuracy.

Budget & Financial Support

• Assist with budget preparation by compiling historical financial information.
• Monitor departmental expenditures, prepare budget reports, and identify variances.
• Assist with financial projections and special budget requests.

Contracts & Grants Administration

• Support contract and grant administration activities.
• Prepare reports and monitor expenditures for sponsored projects.
• Coordinate with university administrators and funding agencies to resolve issues and facilitate site visits.

Reporting & Analysis

• Research, compile, and analyze data for departmental reports.
• Prepare reports and recommend effective methods for presenting information to support decision-making.

Website & Digital Communications

• Maintain and update departmental website content.
• Ensure website accuracy, functionality, accessibility, and compliance with university standards.
• Coordinate updates to graphics, multimedia, and online communications.

Event Coordination

• Plan and coordinate departmental meetings, conferences, seminars, workshops, and special events.
• Arrange facilities, catering, travel, lodging, and vendor services.
• Coordinate promotional and informational materials for departmental programs.

Leadership

• Provide guidance and training to administrative staff and student workers.
• Assign and prioritize workloads while establishing deadlines.
• Monitor progress to ensure timely completion of assignments.

Minimum Qualifications

• Associate's degree in Business Administration, Office Administration, Public Administration, or a related field; or an equivalent combination of education and experience.
• Three (3) to five (5) years of progressively responsible administrative support experience.
• Experience working in a higher education, healthcare, or public sector environment is preferred.

Preferred Qualifications

• Experience supporting faculty, academic departments, or executive leadership.
• Experience with budget tracking, grants administration, or financial reporting.
• Experience maintaining websites using a content management system (CMS).
• Experience planning and coordinating meetings, conferences, or special events.

Knowledge, Skills, and Abilities

Successful candidates will demonstrate:

• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to maintain strict confidentiality and exercise sound judgment.
• Strong analytical and problem-solving abilities.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with databases, enterprise systems, and web content management tools.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong interpersonal skills and a commitment to providing exceptional customer service.
• Ability to work independently while collaborating effectively with a diverse group of stakeholders.

Why Join Us?

This position offers the opportunity to contribute to a collaborative academic environment while supporting faculty, staff, and students in achieving the department's mission. If you are an organized professional who thrives on solving problems, coordinating complex activities, and providing outstanding administrative support, we encourage you to apply.

The hourly range for this position is $26.59 - $33.85. 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