The Viterbi School of Engineering Information Technology Program seeks a Department Administrator to join its team of faculty, staff and students.Â This position reports to the ITP Director and its purpose is to provide direct support to the director as well as coordinate the programâs faculty affairs needs.
Position Responsibilities include:
Support and report directly to the Program Director
Maintain calendar for Program Director
Assist in the coordination of numerous ITP committees, both confidential and otherwise, and maintain list and timelines for committees as appropriate
Attend meetings (Viterbi Business Affairs, Viterbi Faculty Affairs, USC Business Services, etc.) as a representative of ITP to stay informed of University practices for hiring, onboarding, displacing, etc.
Assist in the preparation and assembly of hiring, promotion, and reappointment dossiers for part-time and full-time faculty
Solicit referee letters
Submit cases to the University in the appropriate formats
Facilitate the interview process for faculty candidates
Act as single point of contact for all candidates
Schedule travel as needed
Post job descriptions to internal and external sites
Act as subject matter expert for University travelers planning trips for professional or program development. Review trip expenses according to University maximum reimbursement rates
Collect receipts and submit expense reports as a Travel & Expense Portal delegate for faculty, staff, and University guests. Coordinate faculty delegate access for the Travel & Expense Portal
Create time-entry authorization forms for part-time faculty, to be updated according to each new semester/annual contract
Enter biweekly hours for part-time faculty
Create resources for faculty new hires and update as needed
Provide and review onboarding resources, including ITP Faculty Handbook, for new faculty members
Answer any operational or administrative questions that new faculty may have
Attend all faculty meetings and take notes for the Program
Distribute the agenda before each meeting
Disseminate a copy of the minutes after each meeting
Should a vote or poll be necessary in a meeting, enact those procedures and disclose the results
Communicate on behalf of the program with Industry Advisory Board members
Coordinate guest lectures with internal and external speakers
Maintain all ITP social media
Perform additional tasks as requested by the Program Director
A complete application should include a cover letter and resume/CV uploaded to the completed online application.Â Failure to complete all the steps of our application process will negatively impact consideration of your candidacy.
Combined experience/education as substitute for minimum education
Minimum Field of Expertise:
Secretarial or specialized clerical, including some administrative experience
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.