The University of Southern California (USC) is a leading private research university located in Los Angeles â a global center for arts, technology and international business. As the cityâs largest private employer, responsible for more than $5 billion annually in economic activity in the region, we offer the opportunity to work in a dynamic and diverse environment, in careers that span a broad spectrum of talents and skills across a variety of academic schools and units. As a USC employee, you will enjoy excellent benefits and perks, and you will be a member of the Trojan Family - the faculty, staff, students and alumni who make USC a great place to work.
The University of Southern California (USC) is seeking a Special Assistant to support the Office of the Senior Vice President of Human Resources (SVPHR). The Special Assistant will provide detailed and complete executive management, support and services to the SVPHR to carry out the mission of the University.
The Special Assistant has responsibility for various activities including the supervision of staff, coordination of the SVPHRâs calendar and schedule, management of personal emails/correspondence, travel arrangements and calls, and management of expense reimbursements. Maintains currency on revisions to Office of SVPHR and University policies and procedures.Â
Core responsibilities of this position include:
Serves as a skilled professional assistant providing a variety of detailed and complex executive management services; makes daily administrative and operational decisions; ensures the AVP for Strategy and Special Projects (AVP for SSP) is informed of all relevant matters.
Participates in the development and implementation of short and long-term plans for the administration of office operations
Supervises all assigned subordinate staff.Â Recruits, screens, hires, orients and trains staff.Â Evaluates employee performance and provides guidance and feedback to assigned staff. Counsels, disciplines, and/or terminates employees, as requires.Â Sets, schedules and assigns workload of subordinate staff.Â Establishes priorities and provides guidance to staff members. Oversees tasks to completion as appropriate and ensures deadlines are met.
Establishes, manages, monitors and coordinates the calendar of the SVPHR for meeting or event commitments with the approval of the AVP for SSP and/or discussion with SVPHR. Collaborates with the AVP for SSP in determining the priorities for the calendar in addition to coordinating the efforts of other staff engaged in scheduling the SVPHRâs time. Determines information and scheduling requirements. Researches information in preparation of the calendar.Â Alerts the AVP for SSP of appointments needing to be rescheduled and future key appointments.Â Reschedules existing appointments as deemed appropriate. Manages the SVPHRâs expense reimbursements.
Provides direction and support to staff members in other offices in the preparation of materials for the SVPHRâs schedule to ensure consistency and continuity. Determines best possible itinerary and travel time for off-campus appointments and provides maps and other instructions.Â
Reviews, reads, and prioritizes all incoming mail. Determines actions required including directing to appropriate individual and follows through to completion.Â Researches and composes and/or drafts emails on behalf of the SVPHR.Â Ensures acceptable pre-established formats are followed as appropriate. Ensures AVP for SPP is copied on all emails.Â Coordinates all mail correspondence with receptionist and works with AVP for SPP to determine appropriate action before it is presented to SVPHR. Refers to SVPHRâs direct reports for action, or refers to SVPHR or to AVP for SPP for guidance.
Facilitates communications between the SVPHR and direct reports.Â Assesses and prioritizes the urgency of situations and determines appropriate action. Facilitates reciprocal exchange of communications and critical information in a timely manner between the SVPHR and university offices and internal and external parties.Â Represents the SVPHR through telephone and personal contacts, as needed.Â Screens, reviews, prioritizes and responds or forwards incoming calls directed to the SVPHR.Â Determines what contact or action is required for satisfactory disposition.Â Initiates calls for the SVPHR to optimize her time.
Creates daily agenda that include next dayâs calendar, events, speeches, and complete briefings for the SVPHR and the AVP for SPP.Â Monitors briefing information sent to SVPHR. Ensures acceptable formats are followed and identifies documents to be referred and reviewed for further scrutiny.Â Ensures all relevant information is included such as directions and times.
Assists the AVP of SPP in formation of committees and monitors progress toward completion of assigned tasks, as requested.Â Ensures that committee reports and recommendations are submitted in a timely manner. Follows up with implementation, as appropriate.
Researches and resolves problems or questions referred by staff, faculty, students, visitors or external contacts as needed or requested by the SVPHR or AVP of SPP.
Develops and maintains an effective database system for the SVPHRâs personal matters.Â Develops, implements, and maintains the SVPHRâs office filing system and logging system to ensure optimal storage and efficient retrieval capabilities of documents.
Maintains a thorough understanding of all policies of office of SVPHR and university policies and procedures, as well as applicable government laws and regulations.Â Maintains currency with university publications.Â Updates AVP of SPP on new developments and advises on information seemed significant to operations.
Develops and implements security related procedures such as office opening and closing routines, recognition of duress signals and key controls.Â Ensures dissemination of security related information to staff.
Performs other related duties as assigned or requested.Â
8+ years of directly related professional experience, preferably in higher education, executive offices, or other complex organizations with responsibilities requiring discretion, sound judgement, and management
Masterâs degree in Communications or a related field
Proven collaborator and consensus builder that has a track record of successfully partnering with diverse constituencies
Proven ability to thrive in a fast-paced environment, with high tolerance for ambiguity and complexity
Minimum Education:â¢Bachelorâs degreeMinimum Experience:â¢5 years Minimum Field of Expertise:â¢Five yearsâ experience managing and/or supporting administration of an executiveâs office. â¢Superior level of professionalism and exceptional attention to details.â¢ Proven analytical abilities and multi-tasking skills. â¢Experience managing heavy calendars, coordinating meetings, and making detailed travel arrangements and itineraries. â¢Demonstrated analytical, critical-thinking, and problem-solving skills. Ability to interpret, analyze, and apply pertinent policies, procedures, regulations, and requirements. â¢Demonstrated experience in conceptualizing, directing and prioritizing projects. Knowledge of general human resources practices, accounting and budgeting principles. â¢Ability to work well under pressure, with demonstrated interpersonal and stress-management skills, and the tact and poise to handle complex and confidential issues with discretion.â¢ Superb interpersonal, diplomatic, and written and oral communication skills. â¢Demonstrated proficiency with Microsoft Office and other relevant office and project management software/tools (e.g., Google suite, Slack, Adobe Creative Suite, Skype).
USC’s Viterbi School of Engineering has been one of the economic engines in Southern California and a vital hub in the California economy. The technical innovations and ideas generated by the Viterbi faculty and research community have resulted in countless innovations, many becoming the foundations for new companies, products and services. The thousands of students graduating each year bring new ideas and vitality to companies in California and beyond. With an annual research budget exceeding $205M each year, more than 46 research centers and institutes, more than 180 faculty members, 7,800 students and over 60,000 impassioned alumni world-wide, the Viterbi School is addressing some of the world’s great challenges.