Executive Assistant - Health Administration - Full Time 8 Hour Days (Non-Exempt) (Non-Union)

University of Southern California; Los Angeles (CA); On-site; USD 45,000 - 77,000; Full time

Job summary

University of Southern California Norris Comprehensive Cancer Center and Hospital seeks an Executive Assistant to provide administrative support to the Chief Officer or Executive Leader. Responsibilities include organizing office tasks, coordinating meetings, and supervising clerical staff.

You will manage schedules, travel, and project coordination with a focus on confidential information handling. The role requires strong typing (60+ WPM), excellent communication, and the ability to work

Qualifications

• High school diploma or equivalent; formal secretarial training preferred.
• 5–10 years of secretarial experience in a senior executive setting.
• Typing speed of 60+ WPM and transcription ability.
• Proficient in Microsoft Office; strong verbal and written communication skills.

Responsibilities

• Coordinate schedule, including meetings and appointments.
• Prepare and transcribe meeting minutes; ensure follow-up items are noted and resolved.
• Maintain the Administrative Policy and Procedure manual.
• Process performance evaluations for leadership in a timely manner.
• Act as liaison between Administrative Team, Physicians, Directors, and Customers.
• Disseminate materials (correspondence, memos, reports) to relevant stakeholders.

Skills

Secretarial experience

Typing 60+ WPM

Transcription

Verbal and written communication

Organizational skills

Independent & team work

Education

High school or equivalent

Formal secretarial training

Pref Specialized/technical training

Tools

MS Office

Word processing

Spreadsheets

Job description

Departmental Specific Summary

The Executive Assistant provides administrative support to the Chief Officer or Executive Leader and is responsible for office supervision including, but not limited, organizing office functions, providing work and direction to clerical support staff, scheduling and coordination of meetings/seminars/travel, coordinating priorities throughout the day, and performing independent and collaborative projects as needed.

Essential Duties

• Responsible for coordinating schedule, including arranging meetings and appointments.


• Responsible for preparing and transcribing meeting minutes for Operations Council making sure all follow up items are noted and resolved.


• Responsible for maintaining the Administrative Policy and Procedure manual.


• Responsible for the timely processing of performance evaluations for Associate Administrator for Nursing.


• Responsible for functioning as liaison between Administrative Team, Administrative Support Staff, Physicians, Department Directors, and Customers assisting in problem identification and resolution.


• Responsible for composition, typing, proofing and appropriately disseminating a variety of materials, e.g., correspondence, memos, reports, etc., pertinent to the functions of the Officer or Executive Leader and/or other Administrative Representative(s) as directed.


• Responsible for providing research and administrative support to special projects, preparing data and follow-up projects as directed.


• Responsible for coordination and tracking of work flow, schedules and projects to ensure work is complete/appropriate, and follow-up is completed in a timely fashion.


• Responsible for using sound judgment when complications arise outside the scope of authority, such as the need for deadline augmentation, and bringing these to the attention of the appropriate Administrative Representative(s) in a timely manner.


• Responsible for filing and maintaining records pertinent to the functions of the the Officer or Executive Leader and/or other Associate Administrator for Nursing and Norris Administration Department.


• Responsible for maintaining security of information: e.g. patient medical records, hospital financial information, salary, staff and legal information in a confidential nature.


• Responsible for processing calls from patients, their families and the general public by assessing the urgency of the situation and suggesting appropriate referrals or informing the appropriate Administrative Representative(s) when the situation warrants his/her attention.


• Responsible for performing other duties as directed by the Officer or Executive Leader and/or other Associate Administrator for Nursing and Administrative Representatives.


• Demonstrates above skills in all forms of communications, i.e., in person, via telephone, and in writing.


• Routes all calls/requests to appropriate personnel, identifies on phone reason for transfer and assures connection is made.


• Completes assignments as directed.


• Demonstrates collaboration, congeniality, and problem-solving skills.


• Maintains an open line of communication between management and other staff while demonstrating a professional demeanor at all times.


• Perform other duties as assigned.

Qualifications

• High school or equivalent.


• Pref Specialized/technical training.


• Formal secretarial training or equivalent education.


• 5-10 years Previous secretarial experience in senior executive setting.


• Typing at 60 + WPM.


• Transcription and mathematical aptitude.


• Demonstrates excellent verbal and written communication skills.


• Computer literacy in word processing, spreadsheets, etc.


• Microsoft Office knowledge.


• Organization/time management skills.


• Able to function independently and as a member of a team.


• Fire Life Safety Training (LA City). If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)

USC Norris Comprehensive Cancer Center and Hospital delivers exceptional, personalized care in 14 key areas of cancer treatment: breast cancer, cancerous brain tumors, gastrointestinal cancer, genetic counseling, gynecologic cancers, head and neck cancers, hematology, lung cancer, melanoma, neuro-oncology, radiation oncology, sarcoma, skin cancer and urologic oncology. The 60-bed hospital is an integral part of our academic medical center. Using a multidisciplinary team approach, the world-renowned physicians and scientists of USC Norris treat and prevent cancer by developing new therapies, enhancing existing treatments and providing personalized, precision care that is the most advanced available. Join this world-class team providing highly specialized care, up-to-the-minute research, and innovative clinical trials.

The hourly rate range for this position is $33.00 - $56.19.

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.

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 AppendixD for specific employment screen implications for the position for which you are applying. 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 [e-mail]. Inquiries will be treated as confidential to the extent permitted by law.

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USC is a leading private research university located in the heart of downtown Los Angeles - a global center for arts, technology and international business. As the largest private employer in the city - responsible for more than $5 billion annually in economic activity in the region - we offer the opportunity to work in a dynamic and diverse environment, in careers that span a broad spectrum of talents and skills. As a USC employee, you will enjoy excellent benefits and perks, and you will be a member of the Trojan Family - the faculty, staff, students and alumni who make USC a great place to work.