Overview
Job Location:
Los Angeles, CA – University Park Campus
The University of Southern California (USC), founded in 1880, is located in the heart of downtown L.A. and is the largest private employer in the City of Los Angeles. As an employee of USC, you will be a part of a world-class research university and a member of the “Trojan Family,” which is comprised of the faculty, students and staff that make the university what it is. This role is focused within one of the largest schools within the university, namely USC Dornsife College of Letters, Arts, and Sciences.
The Office of the Dean at the USC Dornsife College of Letters, Arts and Sciences, seeks a full-time administrative services manager to join its team. The largest and oldest of the USC schools, USC Dornsife functions as the academic core of the university, offering courses and advancing knowledge across the humanities, social sciences, life sciences, and physical sciences and mathematics.
We are seeking an experienced administrative services manager to oversee and to run daily operations in our fast-paced executive office on the University Park Campus. The administrative services manager will oversee and work alongside a team of staff who manage busy calendars and provide high-level administrative support to executive leadership. The administrative services manager may perform or delegate job responsibilities ranging from event planning, providing extensive and complex scheduling support, managing space and facility requests, supply inventory and purchasing, requisition creation and invoicing, travel arrangements and expenses, use of Workday financial systems and SAP Concur. Other responsibilities will include managing suite access, mail and delivery coordination, managing and directing phone calls, and emergency planning.
Position Requirements:
- Willingness to work on the University Park Campus in Los Angeles, CA, Monday through Friday
- Experience supervising a team of full time staff
- Excellent interpersonal and communication skills, attention to detail, and ability to multi-task
- Expertise in managing multiple executive schedules simultaneously and planning events
- Expertise in software and technology: computers, phones, networks, Zoom, Workday, video and sound equipment
- Experience in an academic environment preferred
- At least three years’ experience managing an executive office
Essential Responsibilities Include:
- Establishes and organizes office standards and procedures. Assists in developing and coordinating implementation of department policies and procedures. Maintains currency or revisions to department, school and/or university policies and procedures. Communicates or documents changes in a timely manner. Develops forms, flowcharts and systems requirements for information and training, as required.
- Supervises full-time and student staff. Recruits, screens, hires, trains and directly supervises all assigned subordinate staff. Evaluates employee performance and provides guidance and feedback. Counsels, disciplines and/or terminates employees as required. Recommends departmental goals and objectives, including workforce planning and compensation recommendations. Reassesses or redefines priorities as appropriate in order to achieve performance objectives. Ensures personnel files are up to date and secure. Supports employment administration and human resources processes, serving as a point of contact with the Dornsife HR department.
- Maintains office efficiency. Plans and implements office systems, layout and equipment procurement. Supervises and delegates office equipment maintenance.
- Reviews, analyzes, and makes recommendations to supervisor regarding requests submitted by departmental staff, e.g., personnel requests.
- Acts as liaison between supervisor and his/her subordinates for communicating information, assignments, priorities, and special requests. Monitors status of pending items and follows-up, as needed.
- Researches, gathers, organizes and summarizes data for reports. Analyzes data for trends or conclusions and presents results and recommendations to supervisor. Composes and prepares written documents and correspondence for the office, including memos, letters, presentations, and spreadsheets.
- Coordinates department functions, as assigned, which may include special events, conferences, seminars, etc. Plans and coordinates special events, conferences and/or seminars. Negotiates with vendors for sites, facilities, guest accommodations and meals.
- Develops and implements security related procedures such as office opening and closing routines. Coordinates security activities with Department of Public Safety. Promotes and maintains standards for security conscious awareness and behavior. Maintains knowledge of University's crime prevention and suppression programs and services. Ensures dissemination of security related information to staff.
Salary range: The annual base salary range for this position is $74,000 – $88,000. 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.
Preferred Qualifications and Skills:
- Bachelor’s degree
- At least 4 years of office management including supervisory responsibilities, in higher education/academic unit
- Must be dependable, capable of working in a high paced environment and have strong communication and interpersonal skills.
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 (5) five business 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 network; eligibility for retirement plans with employer contributions after six months of employment; tuition benefits for staff and their family; free Professional Development classes; central Los Angeles location with easy access to commuter trains, buses and free tram pick up services; discounts to sporting and other campus events.
Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.
The University of Southern California is an Equal Opportunity Employer that Values Diversity.
Minimum Education: Bachelor’s degree, Combined experience/education as substitute for minimum education
Minimum Experience: 3 years
Minimum Field of Expertise: Office management combined with experience in budget administration.
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 histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring ordinance. 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.
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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$94576.htmld
