Description

The Executive Assistant provides administrative support to the Chief Officer or Executive Leader and is responsible for office supervision including, but not limited, organizing office functions, providing work and direction to clerical support staff, scheduling and coordination of meetings/seminars/travel, coordinating priorities throughout the day, and performing independent and collaborative projects as needed.

Departmental Specific Summary

The Executive Assistant provides administrative support to the Chief Officer and/or Executive Leader and is responsible for office supervision including, but not limited, organizing office functions, providing work and direction to clerical support staff, scheduling and coordination of meetings/seminars/travel, coordinating priorities throughout the day, and performing independent and collaborative projects as needed.

Essential Duties

• Administers operations of the Officer or Executive Leader'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 the Officer or Executive Leader's office. May include maintaining accurate, secure and confidential faculty and/or staff records, administering faculty benefits programs (including sabbatical leaves) as appropriate, reviewing all proposed departmental staff changes and recommending approval/denial, faculty and/or staff recruitment, staff development and career succession planning.
• 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, and apprises supervisor of progress toward and attainment of department goals.
• 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. Ensures that committee reports and recommendations are submitted in a timely manner. Follows up with implementation, as appropriate.
• 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 Administrative Leaders.
• Assists in development, preparation and delivery of reports, publications, speeches, presentations, official correspondence, etc., as needed or as assigned by the Officer or Executive Leader's office.
• Assists in fundraising, public relations and other activities at dean or other university executive's request, including representing department at assigned functions, seeking out funding sources, preparing grant applications, proposals, and/or presentations.
• Maintains currency with organizations and publications in f1eld, updates executive on new developments, and advises on information deemed significant to department operations.
• Assists in student relations, as needed. May include recruitment and retention activities, student counseling and curriculum development.
• Develops and implements security related procedures such as office opening and dosing routines, recognition of duress signals and key controls. Coordinates security activities with university public safety department. Promotes and maintains standards for security conscious awareness and behavior. Maintains knowledge of university's aim prevention and suppression programs and services. Ensures dissemination of security related information to staff.
• Performs other duties as assigned.

Required Qualifications:

• Req High school or equivalent.
• Req 5 years Previous secretarial experience.
• Req Experience in supervising administrative operations of multi-faceted.
• Req Demonstrates excellent verbal and written communication skills.
• Req Computer literacy in word processing, spreadsheets, etc.
• Req Microsoft Office knowledge.
• Req Organization/time management skills.
• Req Able to function independently and as a member of a team.

Preferred Qualifications:

• Pref Specialized/technical training Formal secretarial training or equivalent education.

Required Licenses/Certifications:

• Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)

USC Care Medical Group serves as the sole physician entity reporting to the USC Health System, uniting faculty clinical practice under Keck Medicine of USC. This entity oversees clinical governance, physician and ambulatory services, and core enterprise functions including billing, contracting, and financial operations. The organization encompasses 17 clinical departments, with approximately 1,500 physicians and 2,000 staff delivering care across more than 80 locations from Kern County to Orange County and into Las Vegas. USC Care Medical Group is the engine for patient-centered growth-advancing quality, safety, access, and financial strength through integrated, system-level thinking that transcends silos and traditional models. By building bridges across the enterprise, embracing innovation, and leveraging technology, we deliver seamless, 5-Star access and service while expanding clinical reach and diversified models of care. Our work fuels a sustainable cycle of good health-organizationally, financially, and within the communities we serve-driving continued growth from within and beyond the system's boundaries.

The hourly rate range for this position is $34.32 - $56.19.
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.

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 [email protected]. Inquiries will be treated as confidential to the extent permitted by law.

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