Administrative Assistant II

Administrative Project Specialist

The USC Institute for Addiction Science (IAS) is seeking a highly organized, dependable, and detail-oriented Administrative Assistant to provide day-to-day administrative and operational support for the Institute.

A primary responsibility of this position is providing administrative support to the IAS Executive Director and Institute staff, including calendar management, scheduling, correspondence, meeting coordination, travel arrangements, purchasing and reconciliation, office organization, and maintenance of administrative records and systems.

The Administrative Assistant will also support IAS programs, meetings, events, communications, and special projects by assisting staff with scheduling, logistics, materials, correspondence, tracking, and other administrative needs.

The ideal candidate is professional, responsive, organized, and comfortable managing multiple administrative tasks in a fast-paced academic and research environment. This position requires strong attention to detail, good judgment, initiative, and the ability to work effectively with faculty, staff, students, trainees, community partners, and other university stakeholders.

Key Responsibilities

Administrative and Executive Support

• Provide administrative support to the IAS Executive Director and Institute staff.
• Manage calendars, schedule appointments and meetings, coordinate availability, and send reminders and follow-up communications.
• Coordinate scheduling involving faculty, university leadership, students, community partners, external collaborators, and other stakeholders.
• Assist with organizing and responding to routine correspondence and tracking requests requiring follow-up.
• Coordinate domestic and occasional international travel arrangements, including flights, hotels, ground transportation, registrations, itineraries, and supporting documentation.
• Assist with travel reimbursements and related reconciliation in accordance with university policies and procedures.
• Schedule meetings and reserve conference rooms or other meeting spaces.
• Prepare and distribute meeting invitations, agendas, Zoom links, materials, and other supporting documents.
• Attend meetings as needed to take notes, prepare minutes, document action items, and assist with follow-up.
• Maintain calendars, contact lists, shared files, administrative records, and other organizational systems.
• Assist with preparing documents, correspondence, presentations, spreadsheets, and other administrative materials.
• Provide general administrative support to IAS leadership and staff as needed.

Office Operations

• Support the day-to-day operation and organization of the IAS office.
• Monitor office supply inventory and place orders as needed.
• Maintain shared office, kitchen, conference room, and common-use supplies.
• Monitor and replenish coffee, beverages, snacks, refreshments, and hospitality supplies.
• Receive, organize, and distribute deliveries, supplies, mail, and materials.
• Assist with preparing conference rooms and meeting spaces before meetings and restoring spaces afterward.
• Coordinate with USC facilities, IT, building management, and other university services regarding routine office needs.
• Assist with maintaining office equipment and coordinating service, repair, or replacement as needed.
• Maintain an organized, professional, and welcoming office environment.

Purchasing and Financial Administration

• Assist with purchasing, invoices, reimbursements, corporate card reconciliation, and other routine financial administrative processes.
• Maintain receipts, invoices, approvals, and other supporting documentation for Institute expenditures.
• Assist with entering, organizing, and tracking financial information and documentation.
• Coordinate purchases for office supplies, equipment, meetings, catering, events, and other Institute needs.
• Work with IAS and USC financial personnel to help ensure transactions are submitted accurately and on time.
• Assist staff with gathering documentation needed for financial reconciliation and reporting.

Meeting, Program, and Event Support

• Provide administrative and logistical support to IAS staff for meetings, educational activities, webinars, retreats, speaker events, community activities, and other Institute programs.
• Assist with room reservations, catering orders, parking arrangements, audiovisual requests, meeting materials, registration lists, and other logistical needs.
• Assist with communications to speakers, attendees, faculty, students, community partners, and other participants.
• Prepare and distribute invitations, confirmations, reminders, materials, and follow-up communications.
• Assist with onsite meeting and event preparation, check-in, materials, refreshments, and other support as needed.
• Help maintain organized records and documentation related to IAS meetings, programs, and events.

Preferred Qualifications

• Strong organizational and time-management skills with excellent attention to detail.
• Ability to manage multiple administrative tasks, calendars, deadlines, and competing priorities.
• Strong written and verbal communication skills.
• Professional interpersonal skills and the ability to communicate effectively with faculty, staff, students, university leadership, community organizations, and external partners.
• Previous administrative, office, executive assistant, or related support experience preferred.
• Experience managing calendars, scheduling meetings, and coordinating travel preferred.
• Experience assisting with meetings, events, webinars, or educational activities preferred.
• Experience with purchasing, reimbursements, invoices, credit card reconciliation, or similar administrative processes preferred.
• Proficiency with Microsoft Office, Zoom, and other commonly used administrative platforms.
• Familiarity with Canva, WordPress, social media platforms, or Adobe Creative Cloud is helpful but not required.
• Experience in a university, academic, research, health care, or nonprofit environment preferred but not required.
• Experience supporting research projects or familiarity with pre- and/or post-award grant administration is helpful but not required.
• Ability to work independently, follow established procedures, exercise sound judgment, maintain confidentiality, and ask questions when appropriate.
• Ability to take initiative, anticipate routine administrative needs, and work collaboratively as part of a team.
• Willingness to provide hands-on support for day-to-day office operations, meetings, and Institute activities.