Administrative and Guest Relations Professional for the Office of the Senior Vice President of Human Resources
Who We Are
TheÂ University of Southern California (USC)Â is one of the worldâs leading private research universities. An anchor institution in Los Angeles, a global center for arts, technology, and international business, USC is also one of the largest private employers in the City of Los Angeles. We are searching for exceptional individuals to help us fulfill our mission: Developing individuals and society through the cultivation and enrichment of the human mind and spirit.Â
USCâs Office of the Senior Vice President, Human Resources (SVPHR) is seeking anÂ Administrative and Guest Relations ProfessionalÂ to provide front office reception and administrative support for the Office. In addition to answering telephones, routing calls, and welcoming and assisting guests, the Administrative and Guest Relations Professional will perform routine clerical duties, and assist in the overall administration of the officeâs operations. As the first impression and first point of contact for the Office, this role will require an individual who demonstrates a strong commitment to service, and who exhibits professionalism, initiative, thoughtfulness, and maintains confidentiality at all times.
Specific/Additional Accountabilities Include:
Greets and assists guests in a professional and pleasant manner, ensuring an overall welcoming environment and exceptional guest experience.
Assists with parking, provides refreshments and accommodates guests as necessary.
Answers telephones, routes phone calls, takes messages and receives mail.
Prepares materials for daily meetings, and maintains hard copy and electronic files and records.
Maintains appointment calendars, and schedules, confirms and manages the logistics of in person and virtual Zoom meetings. Assists with travel and event logistics as needed.
Performs routine front desk activities and clerical/administrative duties as assigned, and helps coordinate and administer the daily operations of the office.
Manages and maintains office equipment and supplies; places and tracks orders, processes expenses, approves service requests, and manages vendor relations.
Responds to immediate business needs in a timely and professional manner.
Implements security related procedures including office opening and closing routines, and maintains standards for security conscious awareness and behavior.
Performs other related duties as assigned or requested.
The University reserves the right to add or change duties at any time
Bachelor's degree in business, English, finance, communications, or a related fieldÂ
2 or more years of experience in higher education and/or in executive administrative support for senior executives within a complex institution
Ability to maintain an extremely high degree of professionalism and confidentiality
Exceptional oral and written communication skills
Proficiency with scheduling meetings for individuals and groups via Office 365 and Outlook
Ability to effectively coordinate logistics for meetings, conferences, and travel for individuals and groups, and processes expenses (e.g., Concur)
Outstanding attention to detail, demonstrated by a strong sense of accuracy
Ability to multitask, prioritize and reply to responses in a timely manner
Demonstrated proactive approaches to problem-solving with decision-making capability, exercising political and interpersonal savvyÂ
Proficient with Microsoft Office applications (Word, Excel, Outlook, PowerPoint), Zoom, Adobe Acrobat, Dropbox, SharePoint, and DocuSign is ideal
High school or equivalentÂ education
One or more years of experience supporting the administrative operations of a multi-faceted department
In addition, the successful candidate must also demonstrate, through ideas, words and actions, a strong commitment to USCâs Unifying Core Values: integrity, excellence, diversity, equity and inclusion, well-being, open communication and accountability.
Please submit a cover letter and resume as part of your application.
The University of Southern California is an Equal Opportunity Employer
Minimum Education: Bachelor's degree, Combined experience/education as substitute for minimum educationMinimum Experience: 5 yearsMinimum Field of Expertise: Experience in supervising administrative operations of multi-faceted department.
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.