USC Human Resources Administration

Job code: 111019Administrative Assistant I

Grade: G |Overtime eligible: Yes |Date approved: January 11, 2005

Summary

Performs varied secretarial and administrative duties for an academic or administrative department

Accountability

Priority Time (%) Task (Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.)


% Composes and produces a variety of business correspondence, reports and related materials or guides the work of other staff who produce these materials. Reviews and signs, as authorized.


% Edit documents produced by others.


% Ensures confidentiality and controls access to sensitive information such as faculty or staff personnel files.


% Responds to inquiries and requests for information requiring knowledge of departmental and university policies and procedures.


% Serves as internal resource to faculty, administrators, staff or students on departmental and university procedures. Researches information, as requested, and relays official interpretations. Maintains currency on revisions to department, school, and/or university policies and procedures.


% Performs administrative duties associated with scheduling and coordinating meetings and planning events. Arranges with vendors for services, prepares agendas, gathers and organizes supporting information, and oversees production and distribution of related materials. Attends functions to ensure satisfactory outcome. Records minutes and summarizes for typing and distribution.


% Researches and gathers data for departmental reports. Conducts preliminary analysis of data. Recommends report content and format to display findings most effectively.


% Assists in budget preparation by gathering historical data in a limited area, such as materials and supplies or salaries. Tracks and monitors assigned budget expenditures and reports on variances.


% Coordinates the preparation, development and production of major documents, such as proposals, manuscripts, accreditation reviews. Coordinates efforts or contributions of multiple staff and/or faculty.


% Oversees office operations. Implements changes or enhancements to procedures to improve productivity, efficiency and service.


% Assists in maintaining office equipment and purchases.


% Supervises unit employees and/or student workers, as assigned. Schedules, assigns and prioritizes workloads. Sets appropriate deadlines. Monitors employee performance on a regular basis. Ensures timely completion of unit's work.
Emergency response/recovery:    
In the event of an emergency, the employee holding this position is required to "report to duty" in accordance with the university's emergency operations plan and/or the employee's department's emergency response and/or recovery plans. Familiarity with those plans and regular training to implement those plans is required. During or immediately following an emergency, the employee will be notified to assist in the emergency response efforts, and mobilize other staff members if needed.

Qualifications

Minimum education Preferred education
  • Associate's degree
  • Combined experience/education as substitute for minimum education
Bachelor's degree
Minimum experiencePreferred experience
2 years 3 years
Minimum field of expertise Preferred field of expertise
Secretarial or specialized clerical, including some administrative experience. Combined secretarial and administrative experience in a university environment, preferably USC
SkillsMachine/equipment
  • Answer telephones
  • Arrange travel
  • Assemble and coordinate manuscripts
  • Balance figures
  • Communicate with others to gather information
  • Compose letters
  • Compute totals
  • Coordinate meetings
  • Coordinate work of others
  • Develop office procedures
  • Edit routine documents
  • Establish and maintain filing systems
  • Gather data
  • Prioritize different projects
  • Research information
  • Understand and apply policies and procedures
  • Use database and/or word processing software
  • Verify calculations
  • Write memorandums for own signature
  • Other:

  • Leadership/guidance skills
  • Adding machine (desktop printing calculator)
  • Calculator
  • Computer and peripheral equipment
  • Computer network (department or school)
  • Computer network (university)
  • Fax
  • Photocopier
  • Typewriter
Supervises level
Leads one or more employees performing clerical/secretarial work
Comments
 

Signatures

Employee: Date:
Supervisor: Date:

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

The University of Southern California is an Equal Opportunity Employer