Administrative Assistant II — Grants, Budgets & Events

University of Southern California; Los Angeles (CA); On-site; USD 3,663,000 - 4,663,000; Full time

Job summary

University of Southern California in Los Angeles seeks an Administrative Assistant II to provide advanced administrative and operational support within the department. The role focuses on coordinating communications, managing records, and assisting with budget and grant activities to ensure smooth daily operations.

The successful candidate will organize meetings, handle confidential files, and work with faculty, staff, students, and external partners in a fast-paced environment.

Qualifications

• Associate degree or equivalent combination of education and experience.
• 3–5 years of progressively responsible administrative support experience.
• Experience in higher education, healthcare, or public sector preferred.

Responsibilities

• Coordinate and expedite the flow of work through the department and supervisor's office.
• Manage calendars, meetings, correspondence, and office communications.
• Prepare, edit, and distribute business correspondence, reports, presentations, confidential documents, and other administrative materials.
• Screen and prioritize incoming calls, emails, and inquiries, responding independently when appropriate.
• Maintain office equipment and coordinate the purchase of office supplies.
• Serve as a resource on departmental and university policies and procedures.
• Facilitate communication among faculty, staff, students, university offices, and external organizations.
• Resolve administrative issues and respond to inquiries with professionalism and discretion.
• Maintain confidential personnel and departmental records.
• Manage departmental databases by entering, verifying, and updating information.
• Recommend and implement database enhancements to improve efficiency and accuracy.
• Assist with budget preparation by compiling historical financial information.
• Monitor departmental expenditures, prepare budget reports, and identify variances.
• Assist with financial projections and special budget requests.
• Support contract and grant administration activities.
• Prepare reports and monitor expenditures for sponsored projects.
• Coordinate with university administrators and funding agencies to resolve issues and facilitate site visits.
• Research, compile, and analyze data for departmental reports.
• Prepare reports and recommend effective methods for presenting information to support decision-making.
• Maintain and update departmental website content.
• Ensure website accuracy, functionality, accessibility, and compliance with university standards.
• Coordinate updates to graphics, multimedia, and online communications.
• Plan and coordinate departmental meetings, conferences, seminars, workshops, and special events.
• Arrange facilities, catering, travel, lodging, and vendor services.
• Coordinate promotional and informational materials for departmental programs.
• Provide guidance and training to administrative staff and student workers.
• Assign and prioritize workloads while establishing deadlines.
• Monitor progress to ensure timely completion of assignments.

Skills

Administrative support experience

Budget tracking

Grants administration

CMS familiarity

Education

Associate's degree in Business Administration / Office Administration / Public Administration or related field

Tools

Microsoft Office Suite

Content Management System (CMS)

Job description

University of Southern California in Los Angeles seeks an Administrative Assistant II to provide advanced administrative and operational support within the department. The role focuses on coordinating communications, managing records, and assisting with budget and grant activities to ensure smooth daily operations.

The successful candidate will organize meetings, handle confidential files, and work with faculty, staff, students, and external partners in a fast-paced environment.