Administrative Coordinator, Dean's Office

Administrative Coordinator, Dean's Office

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The following information provides an overview of the skills, qualities, and qualifications needed for this role.

Viterbi School of Engineering

Los Angeles, California

The USC Viterbi School of Engineering seeks to recruit an Administrative Coordinator to support day-to-day operations in the Viterbi Dean's Office.

In addition to managing the reception area of the Dean's Office, the Administrative Coordinator will provide administrative and project support to senior school leaders, and also manage calendars and events for several Viterbi Vice Deans.

The Administrative Coordinator will join a team of senior administrative professionals that collectively manage activities in the Dean's Office and provide support across the School's entire senior leadership team.

This is a fully onsite position that is not eligible for remote work.

The ideal candidate for this position is an agile, adaptable administrative professional with a range of skills including administration, planning, accounting, project coordination, scheduling, and other executive support.

The Administrative Coordinator operates with tact and discretion; demonstrates excellent interpersonal communication, organizational, and writing skills;

and is able to work well in a multi-task-oriented environment. The right candidate demonstrates impeccable ethics and collegiality, and promotes an environment that fosters inclusive relationships and upholds principles of the USC Code of Ethics.

This position will report directly to the Senior Office Manager in the Dean's Office at the Viterbi School of Engineering.

The Administrative Coordinator provides a range of services within the Dean's Office, including acting as receptionist to greet visitors and answer incoming calls, while occasionally supporting other units on a temporary basis.

This position works closely with staff in the Dean's Office and interacts regularly with Viterbi Business Affairs, Viterbi academic units, and other Viterbi units.

Primary Responsibilities Include :

• Administration
• Supports a range of administrative services within the Dean's Office. Assists Office Manager with general office management;

as a receptionist, greets visitors, screens and prioritizes calls, makes lunch and dinner reservations for all Deans and Vice Deans.

Manages space reservations, scheduling, and coordination as assigned.

Supports senior School leaders, including but not limited to the Vice Deans for Faculty Affairs and Academic Programs, by providing calendaring and other administrative support.

Makes travel arrangements and manages meetings as assigned.

Provides administrative support to other units on a temporary and as-needed basis. Reports to assigned project / administrative leads during these assignments.

Manages basic budgets and financial processes (makes purchases, processes reimbursements, pays invoices, etc.) for assigned units, or on assigned events or projects.

• Responsible for general office operations including mail management and distribution, ordering supplies, and troubleshooting facilities related requests.
• Assists in onboarding, scheduling, and delegation of responsibilities for student workers.
• Events & Activities
• Assists in the production of both in-person and virtual events within the Dean's Office, ensuring that all aspects of the event are coordinated smoothly.
• Manages vendor coordination around events and activities. Handles arrangements with vendors for various services related to event.
• Coordinates logistics including but not limited to parking arrangements, refreshments, lodging and other related details, as well as preparation, organization, and distribution of event materials.

Supports events and activity coordination at other units on an as-needed / assigned basis.

• Supports real-time event coordination. Coordinates activities in real-time, ensuring that everything runs according to plan and any issues are addressed promptly for satisfactory outcomes.
• Communications
• Responds to all inquiries and requests for information in a timely manner. Serves as an internal resource to administrators, faculty, staff, and / or students.
• Composes and produces a variety of business correspondence, reports, and related materials.
• Ensures confidentiality and controls sensitive information.

Job duties may be added or modified as needed.

Diversity, equity, and inclusion are central to the mission of the USC Viterbi School of Engineering. Viterbi staff are expected to facilitate a culture of support and service, to model civility and respectful engagement at all times, and to maintain the highest ethical standards and to maintain strict confidentiality across all facets of their work.

Additional Information :

The Administrative Coordinator will be expected to work onsite for 5 days per week. This position is not eligible for fully remote work.

The hourly rate range for this position is $29.44 - $33.33. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope of 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.

Required Applicant Documents :

A resume / CV and a cover letter are required. Please feel free to upload your application materials in a single document.

REQ20151141 Posted Date : 09 / 22 / 2024

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