Executive Assistant

Executive Assistant The Opportunity USC Enrollment Services at the University of Southern California supports students throughout the enrollment process by coordinating key administrative functions such as admissions, academic records and registrar services, orientation, and registration. The division includes the Offices of Admission (undergraduate and graduate), Academic Records and Registrar, Financial Aid, and other enrollment-related functions. Enrollment Services professionals help ensure a smooth, responsive experience for prospective and current students as they navigate academic and administrative requirements. The Office of Enrollment Services is seeking an Executive Assistant to provide high-level support to the Vice President for Enrollment Management. This is a strategic and facilitative role that requires focus, flexibility, diplomacy, initiative, leadership, and discretion. This role serves as a business partner and requires a high-level of strong analytical skills. Provides critical administrative support to the VP for Enrollment Management by managing essential projects/tasks. Essential Duties and Responsibilities: Administers operations of deans office or other university executive's office. May include functions such as supervising staff, managing electronic information systems, authorizing acquisitions, maintenance and repair of equipment and facilities, ensuring department's conformity to university policies and procedures, resolving complex departmental problems. Maintains currency on revisions to department, school and/or university policies and procedures. Analyzes department operations, prepares reports including conclusions and recommendations for change. Provides personnel management for deans office or other university executive's office. May include maintaining accurate, secure and confidential faculty and/or staff records, administering faculty benefits programs. Establishes and maintains contact with faculty and/or staff members reporting directly to a dean or other university executive, monitors progress of department programs and projects. Manages special department projects on behalf of dean or other university executive. Assists in formation of ad hoc committees and monitors progress toward completion of assigned tasks. Participates in department planning and implementation processes, as assigned. May include budget, contingency, disaster, growth, policy, program/project, space, staff and/or strategic planning. Develops and maintains effective communications program within department. Ensures timely reciprocal exchange of information between dean or other university executive and staff. Assists in development, preparation and delivery of reports, publications, speeches, presentations, official correspondence, etc. Assists in fundraising, public relations and other activities at dean or other university executive's request. Maintains currency with organizations and publications in field, updates executive on new developments, and advises on information deemed significant to department operations. In the event of an emergency, the employee holding this position is required to report to duty in accordance with the universitys Emergency Operations Plan and/or the employees departments emergency response and/or recovery plans. Familiarity with those plans and regular training to implement those plans is required. During or immediately following an emergency, the employee will be notified to assist in the emergency response efforts, and mobilize other staff members if needed. A mandated reporter who in his or her professional capacity has knowledge of, or reasonably suspects a person who is under the age of 18 years, elderly, or a dependent adult has been the victim of abuse or neglect must report the suspected incident. The reporter must contact a designated agency immediately or as soon as practically possible by telephone or in writing within 36 hours. By virtue of the associated job duties, this position qualifies as a mandated reporter as required by state law and USCs policy at: https://policy.usc.edu/mandated-reporters/ Performs similar or related duties as assigned. Please include your resume/CV and cover letter describing your interest and qualifications for this position. Required Qualifications: Bachelors Degree, combined experience/education as substitute for minimum education. Minimum of five (5) years of experience providing executive-level administrative support to senior or C-level leadership. Strong Microsoft Office (Excel, Word, Outlook) skills are required. Demonstrated proficiency in creating professional presentations using Microsoft PowerPoint. Excellent written and verbal communication skills. Ability to efficiently multi-task in order to keep pace with the various duties and special projects assigned. Experience in supervising administrative operations of multi-faceted department. In addition, the successful candidate must also demonstrate, through ideas, words and actions, a strong commitment to USCs Unifying Values. Preferred Qualifications: Seven (7) years of experience providing executive-level administrative support to senior or C-level leadership. Experience with project management software preferred. Experience with organizational applications such as Asana preferred. The annual base salary range for this position is $90,000.00 - $96,500. 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 candidates 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. Minimum Education: Bachelor's degree, Combined experience/education as substitute for minimum education Minimum Experience: 5 years Minimum Field of Expertise: Experience in supervising administrative operations of multi-faceted department. 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 Appendix D 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 uschr@usc.edu. Inquiries will be treated as confidential to the extent permitted by law. Notice of Non-discrimination Employment Equity Read USCs Clery Act Annual Security Report USC is a smoke-free environment Digital Accessibility If you are a current USC employee, please apply to this USC job posting in Workday by copying and pasting this link into your browser: https://wd5.myworkday.com/usc/d/inst/1$9925/9925$140666.htmld 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. Application help If you need assistance during the application process, see our application help. (If you already work for USC, see Your USC career.) At any point you may also contact our HR Service Center for help at (213) 821-8100 or uschr@usc.edu. Don't see the dream job you are looking for? Drop off your contact information and resume and we will reach out to you if we find the perfect fit!