Overview

Job Location:
Los Angeles, CA – University Park Campus

Job Summary:

The Office Manager performs a variety of administrative services critical to the multiple departments within the USC Career Center. Responsibilities include processing check requests, purchase orders, travel reimbursement, etc. This position also handles check and credit card deposits on the Workday Financials system and tracks and analyzes all Career Center departments expenditures. Collaboratively communicates with the Career Center staff and other departments on campus. The Office Manager negotiates with vendors regarding supplies and procures necessary materials for the center and oversees all accounts receivable from internal requisitions as well as from external payors, such as employers attending Career Center events. The incumbent ensures that departmental and university policies are implemented and adhered to at the front desk point of service delivery. In addition, the Office Manager assists the Career Center leadership team with projects as requested. The Office Manager will oversee and manage one full-time staff, the Customer Service Coordinator.

Job Accountabilities:

  • Monitor and manage departmental budget; reconcile expenses against monthly statements and track payments of invoices, purchase orders, and internal requisitions

  • Assists with the yearly budget cycle request process by developing budget narratives, BDS, budget itemization spreadsheets, etc.

  • Identify new vendors and negotiate rates for Career Center materials, event rentals, and space reservations and work with current vendors to ensure timely delivery of goods and services

  • Event management for Career Center departmental events and special programs

  • Monitor student staff members reported work hours and reconcile against budgeted and expensed hours

  • Maintain compliance records, ensuring that all staff have completed required University and Division of Student Affairs training or certifications

  • Guide parents, students, and alumni through support calls for our web-based enterprise systems

  • Manage Customer Service Representative responsibilities when they are out of the office

  • Oversees Career Center facilities and related services (e.g., preparation of office spaces, purchase of furnishings, office equipment leases, shredder services, etc.)

  • Perform other related duties as assigned or requested

Please submit a cover letter and resume with your application.

Minimum Qualifications

Education

  • Bachelor’s degree; combined experience/education as substitute for minimum education

Minimum Experience

  • 2 years of related experience

Field of Expertise

  • Office management and budget administration

  • Demonstrated experience with MS Word, Excel, Outlook, as well as other platforms such as Slack, project-management software, CRM platforms, etc.

Preferred Qualifications

Experience

  • 3 years of relevant experience

  • Demonstrated experience with Workday Financials or similar financial management platforms

Field of Expertise

  • Office management combined with knowledge of university policies and procedures

Please submit a cover letter and resume with your application.

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 [email protected].  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$71824.htmld