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Administrative Assistant I

Employer
University of Southern California
Location
Los Angeles, CA

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Employment Type
Full Time
Institution Type
Four-Year Institution
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Who We Are

The USC Mark and Mary Stevens Neuroimaging and Informatics Institute (INI) tackles some of the biggest challenges facing the field of neuroscience. We contribute to large-scale data sharing efforts in Alzheimer’s and Parkinson’s disease, and relentlessly search for biomarkers of multiple brain diseases and neurodegenerative disorders. The INI comprises four centers: the Laboratory of Neuro Imaging (LONI), the Imaging Genetics Center (IGC), the Center for Image Acquisition (CIA), and the Center for Integrative Connectomics (CIC).

The INI is a world leader in the development of advanced computational and scientific approaches for the comprehensive mapping of brain structure and function. LONI’s unique multidisciplinary environment and cutting edge resources allow for integration of clinical, psychological and genotypic information with neuroimaging phenotypes for research questions in neurology, psychiatry and developmental neurobiology.

What We Do

The INI aims to enhance discovery through the application of imaging and information technologies in the study of the brain. The Institute is dedicated to excellence in data acquisition, analysis, stewardship and computational innovation for the purpose of biomedical research. Directed by Provost Professor Arthur W. Toga, the institute is housed within the Stevens Hall of Neuroimaging (SHN), a dedicated, custom-built facility at the Keck School of Medicine of USC.

The Opportunity

The Administrative Assistant is responsible for providing high-quality, service-oriented support for faculty, staff, and students across our Institute. This position is part of INI’s Administrative team and will support department purchases and reimbursements (using Workday, Concur, and other systems), grants tracking (using Excel), electronic file coordination (heavy email volume), and other administrative areas as needed.

The ideal candidate excels in communication and collaboration; seeks out independent learning and embraces feedback/improvement; thrives in a fast-paced learning environment; and consistently pushes themselves and their work to the next level. We are seeking an individual who is self-driven, values learning, has a laser-focus for detail, and can offer ideas for improvement. This is a hybrid (remote and on-site) position with the expectation of some in-person work at SHN at USC’s Health Sciences Campus (HSC).

Responsibilities

  • Supports Administrative team, faculty, and staff with project coordination and document/spreadsheet management; accumulates, consolidates, and documents internal (USC and INI-specific) policies and procedures; performs and summarizes internet searches; organizes electronic files.

  • Aids in reception as needed. Greets, assists, and directs visitors in a professional manner. Answers, screens, and forwards calls, responds to questions verbally and in writing, and delivers messages.

  • Serves as a “go-to” internal resource on departmental procedures and quick tasks. Researches information and relays interpretations. Stays current on revisions to department, school, and university policies and procedures.

  • Performs administrative duties associated with scheduling/coordinating meetings and planning events. Arranges with vendors for services, prepares agendas, gathers and organizes supporting information, and oversees production and distribution of related materials. Attends functions to ensure satisfactory outcome. Records meeting minutes and edits for distribution.

  • Researches and gathers data for departmental reports. Conducts preliminary analysis of data. Recommends report content and format to display findings most effectively.

  • Coordinates the preparation, development and production of major documents, such as proposals, manuscripts, accreditation reviews. Coordinates efforts or contributions of multiple staff and/or faculty.

  • Assists in budget preparation by gathering historical data in a limited area, such as materials and supplies or salaries. Tracks and monitors assigned budget expenditures and reports on variances.

  • Oversees office operations. Implements changes or enhancements to procedures to improve productivity, efficiency and service.

  • Assists in maintaining office equipment, purchases, processing reimbursements, and other business transactions as needed.

  • Inputs proposal tracking data to the Sponsored Projects Information System. Organizes and prepares documents for filing and completes certification requirements.

  • Coordinates interim reporting and final closeout requirements with Contract and Grant Administrators, Principal Investigators and appropriate University Offices.

  • Recommends changes/enhancements to improve productivity, efficiency and service.

  • Performs other related duties as assigned or requested.

Required Qualifications

  • Strong organizational and project management skills

  • Strong written and verbal communication skills

  • Ability to handle confidential information with discretion

  • Ability to take initiative, use good judgment, and gather information independently

  • Proficient in Microsoft Office Suite and Google Drive, including Sheets

  • Flexible and adaptable attitude in a fast-paced work environment

  • Able to work highly collaboratively and to freely exchange ideas

  • At least one year of administrative work experience in an office setting

Preferred Qualifications

  • Bachelor’s degree

  • Experience coordinating a high-volume workload and several moving parts

What We Offer

USC offers a competitive plan commensurate with experience in a similar position. USC has excellent benefits, including health benefits for staff members & their families with access to the renowned university medical network; eligibility for retirement plans with matching; tuition benefits for staff members & their families; free professional development courses and sessions; Los Angeles location with easy access to commuter trains, buses & free tram pick up services; ticket discounts to sporting events, theme parks, and more. To view more information, please visit: https://employees.usc.edu/benefits-perks/

As an equal opportunity employer, USC values and promotes diversity, equity, and inclusion in the workplace. The work culture thrives on mutual respect, trust, and synergy among all team members.


Minimum Education: Associate's degree, Combined experience/education as substitute for minimum educationMinimum Experience: 2 yearsMinimum Field of Expertise: Secretarial or specialized clerical, including some administrative experience.
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