Gift and Data Services Administrative AssistantApply (https://usc.wd5.myworkdayjobs.com/ExternalUSCCareers/job/Los-Angeles-CA---Downtown/Gift-and-Data-Services-Administrative-Assistant_REQ20151755/apply) University Advancement Los Angeles, California

Gift and Data Services Administrative Assistant

The University of Southern California (USC), founded in 1880, is in the heart of downtown L.A. and is the largest private employer in the city of Los Angeles. As an employee of USC, you will be a part of a world-class research university and a member of the "Trojan Family," which comprises the faculty, students, and staff that make the university a prime place to learn, grow, and succeed.

University Advancement is committed to fostering a diverse, equitable, and inclusive culture in which all advancement staff and our stakeholders have the opportunity to connect, belong, and grow while supporting the University of Southern California’s mission, values, and goals.

University Advancement is seeking aGift and Data Services Administrative Assistantto join its team. Reporting to the Assistant Vice President (AVP), Gift and Data Services, the incumbent will provide high-level administrative support to the AVP, Gift and Data Services, as well as the rest of the Gift Services and Data Integrity teams, as necessary. We are looking for a highly motivated and detail-oriented team player. The right candidate will be able to juggle a variety of tasks and have excellent customer service skills.

The ideal candidate will be highly motivated to thrive in a dynamic, fast-paced environment, and has proven experience meeting deadlines and goals independently. They should have the ability to build productive relationships, high attention to detail, and excellent written and verbal communication skills. Experience operating in higher education is a plus.

This is a hybrid position under our current work arrangement plan, with the expectation of on-site presence in our downtown Los Angeles office (USC Tower).

Responsibilities

• Provide high-level administrative support to the AVP, Gift and Data Services, including but not limited to heavy calendar management, complex travel arrangements, expense reimbursements, and daily task management. Provide support to the directors for Gift Services and Data Integrity teams at the discretion of the AVP of Gift and Data Services.

• Manage all aspects of the daily gift receipting process, which includes oversight of data files and coordination with the Gift Services and Stewardship teams.

• Manage a complex calendar; general administrative and office management support; prepare presentations; plan meetings; database reporting.

• Streamline systems; manage and analyze data, ensure timely processing of purchasing and invoice payments.

• Provide on-going communication with campus leaders, administrators and off-campus business contacts and manages other special projects as needed.

• Serve as resource to others on departmental and university procedures or in the resolution of moderate to complex problems or issues.

• Interact with university offices and/or supervisor’s subordinates to facilitate communications and information exchange.

• Compose and produce a variety of business correspondence, reports, confidential documents and/or forms, and related materials.

• Assist with department functions, as assigned, such as team meetings, donor events, retreats, etc. Arrange with vendors for sites, facilities, catering, etc.

• Research and gather data for department reports. Conduct preliminary analysis of data. Recommend report content and format to display findings most effectively.

• Screen and prioritize incoming calls/emails, determining what contract or action is required for satisfactory disposition. Respond to inquiries or requests for information or refers to supervisor, as appropriate.

• Assists in maintaining office equipment and purchases.

• Performs other related duties as assigned.

Minimum Qualifications

• Bachelor’s degree.

• Keen organizational skills with strong attention to detail.

• Ability to review documents for accuracy and completion.

• Ability to effectively handle multiple and overlapping tasks to ensure timely completion within established timelines.

• Demonstrated positive communication and interpersonal skills. Position requires regular interaction with interdepartmental staff, faculty members, and outside collaborators.

• Proficient computer skills (i.e., Word, Excel, Outlook, PowerPoint, and Adobe) and Internet research skills.

• Demonstrated commitment to diversity, equity, and inclusion.

• Ability to maintain confidentiality and handle sensitive information with discretion.

• Strong problem solving and analytical skills.

Preferred Qualifications

• Previous high-level administrative assistance experience.

• At least 3 years of related administrative assistant experience supporting leadership.

• Experience working in higher education.

  In addition, the successful candidate must also demonstrate, through ideas, words, and actions, a strong commitment USC’s Unifying Values (https://culturejourney.usc.edu/explore/unifying-values/) of integrity, excellence, diversity, equity and inclusion, well-being, open communication and accountability.

Required Documents and Additional Information

Resume and cover letter required (may be uploaded as one file). Please do not submit your application without these documents.

The budgeted hourly rate range for this position is $24.62 – $29.00. 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.

USC has excellent benefits, including health benefits for staff & their family with access to the renowned university medical network; eligibility for retirement plans with employer contributions once you meet Program's eligibility; tuition benefits for staff & their family; free professional development online courses; central Los Angeles location with easy access to commuter trains, buses & free tram pick up services; discounts to football, basketball & other campus events.

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 Work Experience: 3 years Minimum Skills: Secretarial or specialized clerical and administrative experience.

REQ20151755 Posted Date: 08/28/2024