Administrative Assistant II – Marina del Rey (CA) Office

USC’s Information Sciences Institute (ISI), (“Institute”),  a unit of the university’s Viterbi School of Engineering, is a world leader in the research and development of advanced artificial intelligence, information processing, computing, cybersecurity, and communications technologies. ISI’s 400 faculty, professional staff and graduate students carry out extraordinary information sciences research at three distinct locations – Marina Del Rey, CA; Arlington, VA; and Waltham, MA.

*This position is in Marina del Rey, CA. Hybrid work options available.*

The Institute seeks an Administrative Assistant II to provide support to multiple researchers, faculty, and their staff in a fast-paced environment.

Job Accountabilities:

• Organizes and expedites flow of work through the division. Initiates follow-up action. Serves as resource to others on departmental and university procedures or in the resolution of moderate to complex problems or issues. Interacts with university offices and/or supervisor’s subordinates to facilitate communications and information exchange.
• Composes and produces a variety of business correspondence, reports, confidential documents and/or forms, and related materials.
• Ensures confidentiality and controls access to sensitive information.
• Manages multiple calendars and schedules complex meetings with internal and external stakeholders.
• Coordinates and assists with division functions, as assigned, such as seminars, interview presentations, meetings with funders, etc. Arranges with vendors for catering and logistics for sites/facilities and any equipment needed.
• Assists in budget planning with contracts and grants by providing estimates of costs for items such as travel, equipment, etc.
• Screens and prioritizes incoming calls, emails and requests. Determines what contact or action is required for satisfactory disposition. Responds to inquiries or requests for information or refers to researcher/faculty, as appropriate.
• Sets up new faculty, staff, Graduate Research Assistants, Visiting Research Assistants, Student Workers, Directed Research students, and other visitors and volunteers with office space, access cards, parking, keys, computers, email, and other office equipment, as needed. Provides guidance and instruction on ISI procedures.
• Makes travel arrangements – domestic and international and subsequent expense reports/reconciliation.

Preferred Qualifications:

• Experience in an academic setting or research institute
• Able to multi-task and prioritize responsibilities while providing support to multiple faculty, researchers, graduate students, and visitors
• Experience with arranging travel both domestic and international; experience with following the Fly America Act; experience with travel restrictions of contracts and grants
• Able to adapt, be flexible, follow procedures and policies, and make last minute decisions
• Able to work as a team with various groups
• Proficient with Microsoft Office applications (Word, Excel, Outlook, PowerPoint), Zoom, Adobe Acrobat, and Dropbox
• Working knowledge of Concur, Workday, SharePoint, and other university systems is ideal

The University of Southern California values diversity and is committed to equal opportunity in employment.

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