Reporting to the Chief of Staff, the Assistant to the Dean provides all administrative support for the Dean of Marshall Business School.Â The Assistant to the Dean will manage and optimize the Deanâs complex schedule and travel (domestic and international), serve as the initial point of contact for incoming correspondence to the Dean and determine actions required, manage requests for meetings and social invitations, prepare materials for all meetings and preparations, handle highly confidential and sensitive information and represent the Deanâs Office to internal and external constituents.
Specific Duties include:
Maintain Deanâs calendar, manage requests for meetings and social invitations, reschedule existing appointments as deemed appropriate, accepts and declines commitments on his/her behalf.
Screen incoming calls and visitors, determine what contact or action is required and follow through to completion.Â Assist visitors with resolving problem, often coordinating resolutions with other university offices.
Handle confidential and highly sensitive issues, analyze and resolve front line problem situations promptly in a professional manner, seeking guidance as needed.Â
Professionally represent the Deanâs Office to internal and external constituents.
Manage communication, which includes managing email and written communication on the Deanâs behalf.Â Prepare and/or edit letters, responses, meeting material and high quality presentations.Â Ensure messaging is appropriate and in line with Marshall Business School branding and mission, and the Deanâs voice is appropriately reflected. Take and transcribe dictations of a highly confidential nature.Â
Manage, plan and confirm all travel arrangements, including complex international travel; coordinate scheduling and logistics with various stakeholders that include Marshall External Affairs and donors.Â Travel arrangements may include air, hotel, ground transportation; and work with external travel agencies as needed.Â Manage and handle the complete application process for international visa, securing arrangements in a timely fashion.Â
Provide administrative assistance to Chief of Staff as needed.
Perform additional duties as assigned
The incumbent must demonstrate a high degree of professionalism in a rapidly changing, high pressured and constrained environment, strong organizational and communication skills, ability to be flexible as demands and priorities change, and detail oriented.Â
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.
Job openings are posted for a minimum of five calendar 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 with employer contributions after six months of employment; tuition benefits for staff and their family; free Professional Development classes; central Los Angeles location with easy access to commuter trains, buses and free tram pick up services; discounts to sporting and other campus events.
The University of Southern California is an Equal Opportunity Employer that Values Diversity.
Why join the USC Marshall School of Business?
2020 marks a significant and exciting time to join the USC Marshall School of Business as we celebrate our Centennial year and welcome a new Dean with ambitious goals to continue rising among our top 20 best Business Schools peer group. The USC Marshall School of Business is ideally positioned to address the challenges of a rapidly changing business environment and is ranked as one of the countryâs top schools for accounting, finance, marketing, consulting, entrepreneurship and international business studies.
USC Marshall builds on the unique opportunities that stem from its Los Angeles location on the Pacific Rim, its interdisciplinary and impactful research, the momentum generated by the University of Southern California, and the unparalleled engagement of the Trojan Alumni Family. With ready access to industries defining the new business frontier, including bio-technology, life sciences, media, entertainment, communications and healthcare, this vast network offers USC Marshall graduates exceptionally strong support for success in the global marketplace. USC Marshall is interested in receiving applications from individuals who enhance the diversity of its workforce.
Minimum Education: Bachelor's degree, Combined experience/education as substitute for minimum educationMinimum Experience: 3 yearsMinimum Field of Expertise: Executive secretarial experiencePreferred Experience: 5 years' prior administrative experience in a closely related area of work. Familiarity with higher education processes, protocols and procedures. Working knowledge of federal regulations such as FERPA. Proficiency in Adobe, Microsoft Office Suite (Word, Excel, PowerPoint, Teams, Access), Zoom, and the ability to learn new software programs as needed.
Internal Number: REQ20090171
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.