The University of Southern California is seeking applicants for a full-time position as Office Assistant II to the USC Glorya Kaufman School of Dance. Reporting directly to the Chief Operating Officer, s/he will be responsible for coordinating the daily office functions of a dynamic team of 10+ fulltime staff members and 25+ faculty members in the Glorya Kaufman International Dance Center. General administrative duties will include coordinating office supplies by maintaining inventory levels, anticipating needs, placing orders, and tracking expenses. S/he will be responsible for coordinating staff and faculty gatherings, providing support to the Operations team as needed, and supporting staff and faculty events through event preparation, coordination, set-up, and take down. S/he will supervise students as needed. Ability to interface clearly with the public by phone, in person, and in writing and to organize information clearly and concisely is essential. Willingness to work with an ethnically diverse and culturally pluralistic student body and staff required. Experience as a receptionist, office assistant, administrative assistant, or personal assistant preferred. Proficiency with Word, Excel, PowerPoint, Outlook, and other office software required. Familiarity with USC and/or university systems ideal. Hourly rate projected to be $18.00 – $21.00 per hour depending on experience.
All applicants should submit a cover letter and resume with their application.
Additional responsibilities include:
- Receives visitors and ascertains pertinent information; answers telephones and provides information or refers calls; takes and delivers messages; schedules appointments and maintains calendar(s);
- Prepares and processes correspondence, reports, course materials and/or other documents that are complex and/or highly specialized; proofs own work for accuracy and completeness; ensures critical deadlines are met;
- Provides administrative support for various departments as needed;
- Tracks budgets and reconciles financial records;
- Monitors inventory and orders supplies; authorizes equipment and supply expenditures within predetermined limits;
- Trains and assists others in the use of office equipment; operates and maintains office machines (e.g., replaces paper, toner, etc.) and may troubleshoot minor problems; reports malfunctions and/or arranges for maintenance and equipment repair;
- Sorts and distributes communications in a timely manner;
- Processes incoming and outgoing mail and packages;
- Creates and update records accurately;
- Liaises with university departments and personnel as needed;
- Other duties as assigned.
- Interpersonal skills including an ability to work collaboratively and to succeed in a fast past environment;
- Organizational skills and high attention to detail;
- Strong oral and written communications skills;
- Ability to analyze and solve problems, draw valid conclusions and develop alternative recommendations.
Minimum Education: Specialized/technical training, Combined experience/education as substitute for minimum education
Minimum Experience: 2 years, Combined education/experience as substitute for minimum experience
Minimum Field of Expertise: Accomplished general office and organizational skills along with working knowledge of standard software programs and applications. Needs to operate, maintain and demonstrate varied office equipment.