Administrative Assistant II

University of Southern California; Los Angeles (CA); On-site; USD 35,000 - 45,000; Part time

Benefits offered by this job

Health benefits

Tuition benefits

Professional development

Campus location in Los Angeles

Discounts to campus events

Job summary

University of Southern California, Marshall School of Business, Brittingham Social Enterprise Lab, seeks an Administrative Assistant II at 50% FTE to keep our office running smoothly and efficiently. You will help with procurement, budget reconciliation, event support, and communications, supporting the Executive leadership and student workers.

The role emphasizes strong organizational skills, collaboration with the team, and adaptability to evolving timelines in a campus environment.

Qualifications

• Bachelor's degree required or combined experience/education.
• Minimum 3 years of secretarial or administrative experience preferred.
• Experience in higher education settings is a plus.

Responsibilities

• Maintain the BSEL office calendar and manage office operations.
• Process procurement, budgeting, invoicing and financial record keeping.
• Support events: room reservations, catering, guest accommodations and promotions.
• Maintain mailing lists and assist with newsletters and surveys.

Skills

Office management

Budgeting

Event coordination

Communications

Organization

Problem solving

Education

Bachelor's degree

Tools

Workday

Concur

Excel

Office 365

Zoom

Job description

Administrative Assistant II - 50% FTE USC Marshall School of Business Brittingham Social Enterprise Lab

The Brittingham Social Enterprise Lab (BSEL) is a Center of Excellence at the USC Marshall School of Business that equips students, faculty and staff with business skills and resources to develop market-based solutions to the wicked problems of the 21st century. Through education, community building, research and professional development, the Lab serves as the hub for social entrepreneurial efforts at the university. Founded in 2008 and endowed in 2014 through a gift from the Brittingham Family Foundation, the Lab is one of the world’s leading research and teaching institutions on social enterprise, providing students across the university and beyond with a foundation in the context and practice of market-based approaches to social issues. Co-curricular programs provide focused, cohort-based support for students committed to pursuing careers in social impact. The Lab also engages in ground-breaking research while bringing in numerous leaders through its Jacobson Family Sustainable Impact Lecture Series.

For more information about the Brittingham Social Enterprise Lab, visit www.marshall.usc.edu/BSEL.

Job Summary

Reporting directly to the Assistant Director, this exciting role will engage directly in supporting the maintenance and growth of the BSEL office. As the Administrative Assistant II, you will be responsible for ensuring our administrative systems and logistics run smoothly and efficiently. This role is an on campus part-time role at 50% effort.

Responsibilities and Duties

Office Management

• Maintains the BSEL office calendar.
• Assists the BSEL team by overseeing the office operations including ordering and stocking supplies, assisting with upkeep of our office equipment and submitting maintenance and facilities requests.
• Provides occasional team meeting support (notetaking, follow-up coordination, and scheduling).
• Works in partnership with Assistant Director to onboard and manage student workers.
• Develops systems to improve initiative and create more efficient systems.

Financial

• Oversees procurement process to strategically source, contract, and pay for goods, services, and equipment for the office and BSEL programs.
• Manages monthly budget reconciliation and owns financial record keeping.
• Submits invoices, internal service deliveries, staff travel expenses via Workday and Concur.
• Monitors budget and assists with budget preparation by gathering historical data, reporting on variances and preparing budget projections, as requested.

Event Support

• Submits room reservations and parking permit requests for BSEL events.
• Coordinates with vendors for sites, facilities, catering, and guest accommodations.
• Submits events to USC posting boards and digital screens.
• May occasionally assist with evening or weekend events, with advance notice and adjusted work hours.
• Assists with the production and distribution of promotional materials including digital signage, flyers, posters, mailers.

Communications

• Maintains and manages the BSEL mailing list and database.
• Curates and organizes content, resources, and links for the BSEL newsletter submitted by staff.
• Proof reads and reviews documents prior to publication.
• Assists with the creation and administration of surveys and other impact measurement tools.

Preferred Qualifications

This is a highly collaborative role that requires a wide set of skills and the ability to stay flexible and adaptive. This role supports at part Executive Director and full time Assistant Director. Ideal candidates will be motivated by the opportunity to be surrounded by social entrepreneurs and student changemakers and will exhibit the following core skills and competencies:

• Proven experience in a dynamic office environment with ability to learn quickly and manage a wide variety of work efficiently.
• Previous experience with procurement, ideally within an institutional, academic, or higher education setting.
• Experience with USC’s administrative systems is a plus (Workday and Concur).
• Intermediate Excel and spreadsheet skills required.
• High level of competency with various standard technology platforms, including Office 365 and Zoom.
• Ability to problem-solve independently.
• Willingness to maintain flexibility and adapt to changing timelines.
• High level of organization and exceptional attention to detail.
• Possess exceptional verbal and written communication skills needed to effectively interact with staff, vendors, and executive leadership in a professional and concise manner.
• Recognizes ways that race, gender, and other identities intersect in the work, especially with students we serve.
• Interest and awareness of social impact, social justice, social entrepreneurship or non-profit practices.

Anticipated Hiring Range

The salary range for this position is $25.73 - $32.83. 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.

Resumes and cover letters required (may be uploaded as one file). Please do not submit your application without these documents. Job openings are posted for a minimum of seven calendar 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.

Benefits

• Health benefits for staff and their family with access to the renowned university medical network.
• Eligibility for retirement plans with employer contributions.
• 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.

USC is an Equal Opportunity Employer that Values Diversity

USC is an equal opportunity 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 observes affirmative action obligations consistent with state and federal law. USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations, including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance, and with due consideration for patient and student safety. Please refer to the Background Screening Policy Appendix D for specific employment screen implications for the position for which you are applying. We provide reasonable accommodations to applicants and employees with disabilities.

Why join the USC Marshall School of Business?

The USC Marshall School of Business is ideally positioned to address the challenges of a rapidly changing business environment and is ranked as one of the country’s top schools for accounting, finance, marketing, consulting, entrepreneurship and international business studies. USC Marshall builds on the unique opportunities that stem from its Los Angeles location on the Pacific Rim, its interdisciplinary and impactful research, the momentum generated by the University of Southern California, and the unparalleled engagement of the Trojan Alumni Family. With ready access to industries defining the new business frontier, including bio-technology, life sciences, media, entertainment, communications and healthcare, this vast network offers USC Marshall graduates exceptionally strong support for success in the global marketplace. For more information on the USC Marshall School of Business, visit: www.marshall.usc.edu.

Minimum Education

Bachelor's degree, Combined experience/education as substitute for minimum education

Minimum Experience

3 years

Minimum Field of Expertise

Secretarial or specialized clerical and administrative experience