USCâs Information Sciences Institute (ISI), a unit of the universityâs Viterbi School of Engineering, is a world leader in the research and development of advanced artificial intelligence, information processing, computing, and communications technologies. ISIâs 400 faculty, professional staff and graduate students carry out extraordinary information sciences research at three distinct locations - Marina Del Rey, CA; Arlington, VA; and Waltham, MA.
*This position is located in Arlington, VA.*
The Computational Systems and Technologies Division of Information Sciences Institute (ISI) seeks an Administrative Assistant II to provide support to multiple researchers/faculty and their staff in a fast-paced environment.
Arrange travel for staff including flight, hotel accommodations, car rental, etc. and prepare and submit expense reports for reimbursement.
Organizes and expedites flow of work through the division. Initiates follow-up action. Serves as resource to others on departmental and university procedures or in the resolution of moderate to complex problems or issues. Interacts with university offices and/or supervisorâs subordinates to facilitate communications and information exchange.
Reconciles expense reports.
Composes and produces a variety of business correspondence, reports, confidential documents and/or forms, and related materials.
Ensures confidentiality and controls access to sensitive information.
Coordinates and assists with division functions, as assigned, such as seminars, interview presentations, meetings with funders, etc. Arranges with vendors for catering and makes arrangements for sites/facilities and any equipment needed.
Assists in budget planning with contracts and grants by providing estimates of costs for items such as travel, equipment, etc.
Screens and prioritizes incoming calls, emails and requests. Determines what contact or action is required for satisfactory disposition. Responds to inquiries or requests for information or refers to researcher/faculty, as appropriate.
Sets up new faculty, staff, Graduate Research Assistants, Visiting Research Assistants, Student Workers, Directed Research students, and other visitors and volunteers with office space, access cards, parking, keys, computers, email, and other office equipment, as needed. Provides guidance and instruction on ISI procedures.
Acts as back-up to other Administrative Assistants when needed.
Familiarity with Microsoft Office and cloud-based productivity tools
Experience in an academic setting or research institute
Able to multi-task while providing support to multiple research leaders, researchers, graduate students, interns, and visitors
Experience with arranging travel both domestic and international; experience with following the Fly America Act; experience with travel restrictions of contracts and grants
Able to adapt, be flexible, follow procedures and policies, and make last minute decisions
Able to work as a team with various groups
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 educationMinimum Experience: 3 yearsMinimum Field of Expertise: Secretarial or specialized clerical and administrative experience
Internal Number: REQ20082760
USC is the leading private research university in Los Angeles—a global center for arts, technology and international business. With more than 47,500 students, we are located primarily in Los Angeles but also in various US and global satellite locations. As the largest private employer in Los Angeles, responsible for $8 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 and professional schools and administrative units. As a USC employee and member of the Trojan Family—the faculty, staff, students, and alumni who make USC a great place to work—you will enjoy excellent benefits, including a variety of well-being programs designed to help individuals achieve work-life balance.