Administrative Assistant I

The Keck School of Medicine (KSOM) Human Resources Department provides staff with guidance and support for various HR functions including interpretation of USC policies and procedures, recruitment and onboarding, performance management, employee relations, layoff/reorganization procedures, payroll support, leave benefits and other HR-related services. We support the school in its dedication to improving the quality of life for individuals and society by promoting health, preventing, and curing disease, advancing biomedical research, and educating tomorrow’s physicians and scientists.

We are seeking a full-time Administrative Assistant to perform a wide variety of clerical and administrative tasks. This position reports directly to the Human Resources Director and provides administrative support to the KSOM Human Resources team.

Job Accountabilities:

Administrative Support

• Maintains appointment calendars, schedules meetings, and arranges for facilities, equipment, and refreshments.
• Attends meetings, takes minutes, and prepares them for review and distribution.
• Types, proofs, edits, and produces correspondence, reports, files, documents, presentations and other materials.

Operations and Office Management

• Oversees office operations, implements process improvements, and manages inventory and service requests for supplies and equipment.
• Performs clerical tasks such as photocopying, filing, mailing, and handling deliveries. Assists with budget preparation by gathering data and tracking expenditures.
• Creates and maintains charts, graphs, spreadsheets, and databases.

Customer and Staff Interaction

• Answers calls, routes inquiries, provides/researches information, and responds to requests requiring knowledge of departmental or university policies.
• Serves as an internal resource to faculty, staff, and students on policies and procedures, providing official interpretations and updates.

Event and Project Coordination

• Coordinates meetings and events, including vendor arrangements, agenda preparation, and distribution of materials.
• Attends functions to ensure smooth execution and records minutes for documentation.
• Assists with special projects, including gathering and analyzing data for reports and budgets.

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Performs other duties and special assignments, with the university reserving the right to update responsibilities as needed.

Requirements:

• Experienced with coordinating demanding calendars and multiple schedules.
• Consistently maintains a positive, friendly, and helpful demeanor.
• Demonstrates a strong commitment to excellent customer service and support.
• Skilled at working collaboratively and professionally across large organizations and departments, adapting to frequent changes.
• Proficient in technical skills with a quick aptitude for learning new tools and systems.
• Proactively identifies opportunities to streamline processes and support the Director/KSOM HR Department.
• Strong work ethic and dedication to delivering high-quality results.
• Dependable, reliable, and consistently follows through on tasks and responsibilities.

Preferred Qualifications:

• Bachelor’s degree with three years of experience working in a role that provides direct administrative support to Director level.
• Experience working in an academic, research, or healthcare organization.

Scheduled work hours from 8:30 AM – 4:30 PM. This position is hybrid on-site and employee must report to work at the USC Health Science Campus in Los Angeles, CA when scheduled. Availability and willingness to work overtime on an as needed basis. Work hours and on-site days may be subject to change depending on business needs.

The hourly rate range for this position is $22.29 - $28.00. 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.