Secretary II (Internal Title: Operations Assistant)
The Division of Geriatric, Hospital, Palliative & General Internal Medicine (GHPGIM) seeks an energeticÂ and enthusiastic operations assistant to play a key role in support of the largest division within the Department of Medicine.Â Assisting in the daily operations of the Division Chiefâs academic office, the successful candidate will be the primary contact with the public in person, by telephone and email. He or she will provide support services for faculty; provide logistics coordination for special and recurring events; coordinate the reappointment process for all division faculty at both Keck School of Medicine and LAC+USC Medical Center, as well as assist in daily and monthly faculty schedule maintenance.Â In addition, the successful candidate will be responsible for the following administrative/clerical duties:
Types and proofs correspondence, memoranda, reports, proposals, technical papers, manuscripts, other documents, and related materials for supervisor or division staff as requested. Typically uses word processing equipment or a personal computer.
Creates and maintains charts, graphs, spreadsheets and databases on a personal computer.
Composes a variety of correspondence and memoranda from verbal directions or from knowledge of departmental policy or procedures.
Maintains appointment calendar(s). Schedules and confirms meetings and arranges for facilities, equipment, parking, refreshments and other related details.
Attends meetings. Takes and prepares minutes for review by supervisor prior to distribution.
Answers telephones, routes callers, takes messages and provides routine information to clients or customers.
Operates electronic mail systems and coordinates the flow of information, both internally and externally.
Reads and prioritizes incoming mail. Handles or routes as appropriate.
Assists supervisor in the collection of various materials and data for special reports and special projects, such as budget preparation.
Provides assistance in the day-to-day administration of division
Establishes and maintains hard copy and/or electronic files and records.
Oversees equipment and office supply inventories and initiates or approves service requests and supply orders.
Performs a variety of clerical duties, e.g., photocopies, collates, distributes, mails, faxes, files, delivers and/or picks up materials from on or offcampus.
Required Application Materials:
Please provide a cover letter along with your resume submission.
Preferred Education: Bachelorâs Degree
Preferred Experience: 2 years
Preferred Start Date: May 15, 2019
Preferred Field of Expertise: Academic Office, Administrative Office, Secretarial, knowledge in Outlook, Â Excel, PowerPoint and Word; has great organizational skills and; combined experience/education as substitute for minimum education
Posting Hourly: Starts at $21.65/hour
Percentage of Time: 100% Full time
Minimum Education: High school or equivalentMinimum Experience: 1 yearMinimum Field of Expertise: Secretarial experience with knowledge of PC software packages such as spreadsheets, word processing, graphics, etc
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.