Administrative Assistant II

Job Description

Job Description

Position Overview

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

This position will provide administrative support to the IAS Executive Director and Institute staff, including calendar management, scheduling, correspondence, meeting coordination, travel arrangements, purchasing, reconciliation, office organization, and maintenance of administrative records and systems.

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

The ideal candidate is professional, responsive, organized, and comfortable managing multiple priorities in a fast-paced academic and research environment. The successful candidate will demonstrate strong attention to detail, sound judgment, initiative, and the ability to work effectively with faculty, staff, students, trainees, community partners, and other university stakeholders.

Key Responsibilities

Administrative & 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 with faculty, university leadership, students, community partners, external collaborators, and other stakeholders.
• Assist with routine correspondence and track 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 and other meeting spaces.
• Prepare and distribute meeting invitations, agendas, Zoom links, materials, and 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 organizational systems.
• Prepare 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.
• Prepare conference rooms and meeting spaces before meetings and restore 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 & Financial Administration

• Assist with purchasing, invoices, reimbursements, corporate card reconciliation, and other routine financial administrative processes.
• Maintain receipts, invoices, approvals, and supporting documentation for Institute expenditures.
• Enter, organize, and track 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 ensure transactions are submitted accurately and on time.
• Assist staff with gathering documentation needed for financial reconciliation and reporting.

Meeting, Program & Event Support

• Provide administrative and logistical support for meetings, educational activities, webinars, retreats, speaker events, community activities, and other Institute programs.
• Assist with room reservations, catering, parking arrangements, audiovisual requests, meeting materials, registration lists, and other logistical needs.
• Communicate with 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.
• Maintain organized records and documentation related to IAS meetings, programs, and events.

Required Qualifications

• Bachelor's degree required; Public Health or a related field is preferred but not required.
• At least 2 years of related professional experience.
• 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.
• Proficiency with Microsoft Office, Zoom, and commonly used administrative platforms.
• 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.

Buckeye Global IT Inc, one of the fastest-growing IT and Healthcare staffing and services firm in the nation specializing in staff augmentation for an end-to-end Enterprise IT Solutions.

Company Description

Buckeye Global IT Inc, one of the fastest-growing IT and Healthcare staffing and services firm in the nation specializing in staff augmentation for an end-to-end Enterprise IT Solutions.