The University of Southern California (USC), founded in 1880, is located in the heart of downtown L.A. and is the largest private employer in the City of Los Angeles. As an employee of USC, you will be a part of a world-class research university and a member of the “Trojan Family,” which is comprised of the faculty, students and staff that make the university a great place to work.
As a ... community of Dornsife College “we are committed to the creation, preservation, and communication of fundamental knowledge in all its forms…as well as a lifelong passion for learning and a commitment to the betterment of society.” The academic mission of Dornsife College can only be realized to its fullest potential when we build and protect a representative, equitable, inclusive culture of scholarship for students, faculty, and staff. This is not done through initiatives but by embedding these values into the everyday interactions, relationships, policies, and practices of the College. What is required is a seamless integration of the tenets of equity and inclusivity into every facet of academic life. If we want our scholars, staff, and students to be able to give their very best, we must create an academic environment that portends success.
Success is possible when every member of the Dornsife community owns their role as a steward of the culture in which we learn, research, and work; when we believe that it is because of who we are that we are able to do what we do: achieve excellence, together.
Achieving a robust and inclusive academic culture requires more than just the completion of a task, but includes that person’s capacity to contribute positively to the relationships and culture of their office or department. Therefore, any applicant seeking to advance the mission of Dornsife College should also be assessed on their capacities beyond the technical elements of their work, and demonstrate an understanding of their impact on others, and to articulate how they contribute positively to those around them.
The Spatial Sciences Institute in the University of Southern California Dornsife College of Letters, Arts and Sciences invites applications for its Administrative Assistant II position. This important full-time onsite position has primary responsibility for providing administrative support to the Institute founding director, his research group and Institute operations.
As a growing and vibrant enterprise with a multi-million-dollar budget, the Spatial Sciences Institute values teamwork and places importance upon the individual in this position being able to problem solve and to work collaboratively and effectively in a fast-paced environment.
The Spatial Sciences Institute (spatial.usc.edu) is the hub of spatial thinking and analysis at the University of Southern California. The Institute provides, through the lingua franca of spatial analysis, the critical infrastructure for transformative, collaborative and cross-disciplinary research, weaving together several research clusters at USC and establishing a leadership role worldwide. Our work focuses on the meaning of place; the importance of collecting, analyzing and visualizing location-based data; and the various ways in which the spatial sciences can be used to design spatial policies, practices and technologies that promote placemaking, sustainability and human well-being. Through our innovative and interdisciplinary academic undergraduate, masters and doctoral programs, we develop the next generation of spatial thinkers, empowering them with capabilities to tackle and solve real-world issues.
Job Responsibilities:
• Manages calendar and travel arrangements for Institute founding director.
• Serves as first point of contact for students and visitors to Institute offices.
• Hires, manages, and evaluates student workers.
• Manages building and facilities related issues with Facilities Planning Management; distribute and post all notices related to the Institute.
• Oversees mailroom and deliveries; prepares shipments; daily errands as needed between buildings and/or across campus as needed.
• Coordinates delivery/scheduling of supplies and equipment.
• Assists with purchasing and tracking financial transactions.
• Oversees maintenance of office printers and copiers; serves as liaison with Dornsife Technology Services and equipment service providers.
• Maintains calendar requests for conference rooms.
• Develops and maintain key databases.
• Provides audio-visual support with equipment with software setup in conference rooms; initiates conference calls via Zoom or other apps.
• Provides event management support for Institute functions including Commencement ceremonies, Institute conferences and other major events to ensure satisfactory outcomes.
• Assists with scheduling and coordinating Institute colloquia and research group meetings and planning events. Arranges with vendors for services, prepares agendas, gathers and organizes supporting information.
• Provides support for Institute’s academic programs, its events, marketing and recruitment.
• Maintains emergency contact lists for Institute personnel.
• Maintains and update the Institute Business Continuity Plan (Disaster Preparedness Plan).
• Maintains and conducts annual space and equipment inventory management.
• Performs other related duties as assigned or requested. The University reserves the right to add or change duties at any time.
Required Qualifications:
• Exceptional customer service skills, including a pleasant and professional phone and email presence and a positive attitude in resolving problems and concerns promptly and accurately in a high-traffic environment.
• Must be able to work independently with minimal supervision, while working collegially in a fast-paced team culture.
• Strong oral and written communication skills, demonstrating diplomacy and the ability to form positive working relationships with a diverse group of people in person and by phone and email.
• Ability to set priorities and organize time to see projects through to successful completion and ensure projects are not lost or forgotten as new needs emerge.
• Ensures confidentiality to sensitive information within the Institute.
• Ability to perform detail-oriented work with a high degree of accuracy.
• High degree of initiative and independent judgment, with the ability to anticipate problems and needs, problem-solve and act independently.
• Microsoft Office Suite (Word, Excel, PowerPoint), Adobe Acrobat, Canva and more. Comfortable learning new software and technologies.
Minimum Qualifications:
• Bachelor's degree, Combined experience/education as substitute for minimum education
• 3 years work experience in secretarial or specialized clerical and administrative experience
Preferred Qualifications:
• Bachelors degree
• 2 plus years experience in higher education environment
• Administrative experience
• USC experience is highly preferred.
Hourly range: The hourly rate range for this position is $24.62 - $30.39. 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.
Required Documents and Additional Information:
• Resume and cover letter required (may be uploaded as one file). Please do not submit your application without these documents.
• Job openings are posted for a minimum of (5) five business 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.
• USC has excellent benefits, including health benefits for staff and their family with access to the renowned university medical network; eligibility for retirement plans with employer contributions after six months of employment; 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.
The University of Southern California is an Equal Opportunity Employer that Values Diversity.
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
