Job description
The USC Viterbi School of Engineering’s Department of Computer Science seeks to recruit a seasoned Chair’s Assistant (USC Job Profile: Executive Secretary - 111023) to manage day-to-day activities and administrative needs on behalf of the department’s faculty Chair and to support the Senior Business Officer on an as-needed basis. The ideal candidate for this position is an agile, adaptable administrative professional with a range of demonstrated skills ranging from general administration, team management, project coordination, scheduling, event production, and other executive support.
The Chair’s Assistant oversees three administrative staff in the department – Administrative Assistant II, Front Office Manager, and Events Coordinator – that collectively support front office operations and departmental activities. The Chair’s Assistant operates with tact and discretion; demonstrates excellent interpersonal, communication, organizational, and writing skills; and is able to work well in a multi-task-oriented environment.
Candidates with experience supporting faculty leadership in fast-paced academic environments are encouraged to apply. The right candidate fosters a culture of service and support, demonstrates impeccable ethics and collegiality, and promotes an environment that nurtures inclusive relationships and upholds the USC Code of Ethics principles.
The Department of Computer Science, the largest academic department at the USC Viterbi School, is undergoing a period of rapid growth and transformation. In the past decade, the department’s student population has tripled: the department currently serves more than 1,400 undergraduate students, 3,000 master’s students, and 300 Ph.D. students, who are taught by more than 90 faculty members. We seek a dynamic and dedicated Chair’s Assistant that will serve our Chair and our broader student and faculty population with care and enthusiasm.
Responsibilities and accountabilities include:
Executive Support: Manages the Chair’s day-to-day schedule, recurring activities, and travel. Manages Chair’s calendar across in-person, virtual, and hybrid activities. Coordinates visitor arrivals and departures on behalf of the Chair; ensures timeliness and adherence to the Dean’s schedule. Makes travel and other logistical arrangements. Manages financial and other transactions on behalf of the Chair. Helps organize activities and workflow to conserve the Chair’s time.
Team Management: Manages a team of 3 front office staff, including an Administrative Assistant II, Front Office Manager, and Events Coordinator. Hires, trains, supervises, develops, and evaluates staff to ensure high productivity and operational alignment. Indirectly manage student workers.
General Administration: Provides administrative support to the Senior Business Officer on an as-needed basis. Supports the Administrative Operations Director with general office management as needed. Oversees management of space reservations, scheduling, and coordination as assigned. Supports the development of efficient business practices across all areas of work.
Events & Activities: Coordinates and manages meetings on behalf of the Chair and/or Senior Business Officer. Manages day-to-day activities on behalf of the Chair. Oversees departmental events and activities; supports events production and management, as needed.
Communications: Drafts and copy edits correspondence. Manages official correspondence as directed by the Chair. Communicates information on behalf of the Chair to stakeholders and constituents.
Special Projects: Manages special projects on behalf of the Chair. Executes other activities as needed/assigned.
This is an onsite position at USC’s University Park Campus located in Los Angeles, California. This position is not eligible for remote work.
The hourly rate range for this position is $32.70 - $38.94. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope of responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.
Minimum Qualifications:
Minimum Education: Bachelor's degree, Combined experience/education as substitute for minimum education
Minimum Experience: 3 years
Minimum Field of Expertise: Executive secretarial experience
Chair's Assistant, USC Viterbi Department of Computer Science
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