Administrative Budget Assistant

University of Southern California
Los Angeles, CA

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Employment Type
Full Time
Institution Type
Four-Year Institution

The Center for Health Journalism at the USC Annenberg School for Communication and Journalism seeks to hire a full-time Administrative Budget Assistant. Reporting to the Manager of Operations, the Administrative Budget Assistant will perform administrative duties and process budget transactions associated with program event planning.

Job Accountbilites:

  • Prepares, processes and/or reviews paperwork, e.g., department orders and check requests, requisitions and other budget and business forms. Prepares and processes travel advances and reimbursements for faculty and staff. Tracks equipment purchases and obtains maintenance contracts.
  • Monitors and/or controls expenditures for intercampus and external vendors. Reconciles vendor statements and pays invoices. Interfaces with purchasing, external vendors and accounts payable to verify prices and resolve discrepancies.
  • Performs administrative duties associated with scheduling and 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 minutes and summarizes for typing and distribution.
  • Assists with budget preparation for grant proposals. Gathers pertinent information and assists in developing budget projections. Gathers information on financial requirements for proposals.
  • Processes payrolls for faculty, staff and students. Monitors payroll activity. Receives and distributes paychecks. Interfaces with the Payroll Office to resolve problems.
  • Researches and gathers data for departmental reports. Conducts preliminary analysis of data. Recommends report content and format to display findings most effectively.
  • Composes and produces a variety of business correspondence, reports and related materials or guides the work of other staff who produce these materials. Reviews and signs, as authorized.
  • Ensures confidentiality and controls access to sensitive information such as faculty or staff personnel files.
  • Reconciles internal records to university financial system ASR's. Researches problems and corrects errors.

Applications should be submitted via and should include the following:
  • Resume
  • A cover letter (Our system will allow you to add additional documentation by clicking the “upload” button in the same section where you attach your resume.)

Additional Information:
  • This is a grant-funded, full-time (40 hours per week) staff position.
  • The salary range for this position is $42,000-$47,000.
  • Job openings are posted for a minimum of (5) five business days. This job may be removed from posting boards and filled any time after the minimum posting period has ended, so please apply on the same business day if interested.
  • USC has excellent benefits, including health benefits for staff and their family with access to the renowned university medical network; eligibility for retirement plans; tuition benefits for staff and their family; central Los Angeles location with easy access to commuter trains, transit subsidy program, buses and free tram pick up services; discounts to sporting and other campus events.

About the Annenberg School for Communication and Journalism

Located in Los Angeles at the University of Southern California, the Annenberg School for Communication and Journalism is a national leader in education and scholarship in the fields of communication, journalism, public diplomacy and public relations. With an enrollment of more than 2,200 students, USC Annenberg offers doctoral, master's and bachelor's degree programs, as well as continuing development programs for working professionals across a broad scope of academic inquiry. The school's comprehensive curriculum emphasizes the core skills of leadership, innovation, service and entrepreneurship and draws upon the resources of a networked university located in the media capital of the world. For additional information, see our website:

USC is an equal opportunity, affirmative action 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. 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.

USC will consider for employment all qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring ordinance.

Minimum Education:Associate's degreeCombined experience/education as substitute for minimum educationMinimum Experience:3 yearsPreferred Education:Bachelor's degreePreferred Experience:4 yearsMinimum Field of Expertise:Secretarial, clerical or administrative experience including some budget, financial or payroll

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