The Department of Astronautical Engineering (ASTE) in the USC Viterbi School of Engineering seeks to recruit an Administrative Assistant II to join its outstanding team of faculty, staff, and students. Reporting directly to the ASTE Department Business Manager, the Administrative Assistant provides direct administrative support to the Chair of the Department while supporting an array of ... administrative operations in a high-paced academic/research department.
Primary Responsibilities Include:
• Assists the Department Chair with various administrative tasks, including correspondence, travel arrangements, student appointments, calendar maintenance, and information material preparation.
• Supports faculty and staff in financial transactions such as equipment/supplies procurement, accounting for travel expenses, and reimbursements. Manages orders and enters expenses into the departmental database.
• Assists the Department Chair in preparing faculty dossiers for new hires, promotions, and appointments.
• Facilitates communication with ASTE constituencies, including alumni and program supporters, in collaboration with the Department Chair and Business Manager.
• Serves as a resource on departmental and university procedures for issue resolution. Interacts with university offices, supervisors, and staff to ensure effective communication and information exchange.
• Composes a variety of documents, emails, correspondence, and reports for department manager review.
• Assists the ASTE Department Business Manager and Chair in collecting and compiling raw data on department programs and activities.
• Aids in MS Admission by compiling applications for the business manager's review, coordinating with Graduate and Professional Programs, and providing regular application status updates.
• Assists in class scheduling and submits requests for additional course offerings, including Special Topics course proposals. Coordinates with the Curriculum Coordination Office and monitor proposal progress.
• Coordinates and prepares arrangements for meetings and other ASTE Department activities. Manages logistics, room reservations, refreshments, and necessary equipment.
• Coordinates all department meetings/events/functions, including colloquia, lectures, symposiums, and dinners. Manages arranging locations, sending invitations, and liaising with vendors.
• Maintains departmental calendars, sends/receives/distributes emails, sorts and redirects mail, orders office supplies and textbooks, and manages the department's website content.
• Answers and routes telephone calls, conveys information, advises clients on departmental procedures, and acts as an office receptionist.
• Provides guidance to student workers, assigning schedules and tasks as needed.
• Coordinates with Facilities Management Services for office-related activities and repairs.
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:
This is an onsite position at USC’s University Park Campus located in Los Angeles, California. This position is not eligible for remote work.
The hourly rate range for this position is $25.48 - $28.39. 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.
USC and the Viterbi School:
The University of Southern California (USC), founded in 1880, is 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 what it is.
Founded in 1905, the USC Viterbi School of Engineering is named for Andrew Viterbi who developed an algorithm to connect the world’s citizens. Similarly, the school, located in Los Angeles, a global center for arts, technology and international business in the heart of the Pacific Rim, is a hub for entrepreneurship that connects students from 64 countries.
USC Viterbi is a pioneer in restoring sight to the blind; restoring memory to sufferers of Alzheimer’s; and socially assistive robots to aid seniors with stroke or children with autism. It is the home of the first operational quantum computing center in academia. Our alumni include Neil Armstrong, first human on the moon; A.C. Mike Markkula, co-founder of Apple; and Wanda Austin, former CEO of the Aerospace Corporation.
The USC Viterbi School is consistently ranked among the top graduate programs (U.S. News and World Report). Under the leadership of Dean Yannis C. Yortsos, the school helped re-imagine the 21st century engineer, pioneering the Grand Challenge Scholars Program in schools across the globe. Our mission is to serve California, the nation and the world. At USC Viterbi, we call this the enabling power of Engineering+.
Minimum Education: Bachelor's degree
Addtional Education Requirements Combined experience/education as substitute for minimum education
Minimum Experience: 3 years
Minimum Skills: Secretarial or specialized clerical and administrative experience.
Preferred Education: Bachelor's degree
Preferred Experience: 4 years
