USC Human Resources Administration

Job code: 111021Administrative Budget Assistant

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


Performs administrative duties and processes budget transactions for an academic or administrative unit.


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

% Assists with budget preparation for grant proposals. Gathers pertinent information and assists in developing budget projections. Gathers information on financial requirements for proposals.

% Processes payrolls for faculty, staff and students. Monitors payroll activity. Receives and distributes paychecks. Interfaces with the Payroll Office to resolve problems.

% Monitors and/or controls expenditures for intercampus and external vendors. Reconciles vendor statements and pays invoices. Interfaces with purchasing, external vendors and accounts payable to verify prices and resolve discrepancies.

% Prepares, processes and/or reviews paperwork, e.g., department orders and check requests, requisitions and other budget and business forms. Prepares and processes travel advances and reimbursements for faculty and staff. Tracks equipment purchases and obtains maintenance contracts.

% 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.

% 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.

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

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

% 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.

% Reconciles internal records to university financial system ASR's. Researches problems and corrects errors.

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


Minimum education Preferred education
  • Bachelor's degree
  • Combined experience/education as substitute for minimum education
Bachelor's degree
Minimum experiencePreferred experience
3 years 4 years
Minimum field of expertise Preferred field of expertise
Secretarial, clerical or administrative experience including some budget, financial or payroll experience.   
  • Arrange travel
  • Assemble and organize numerical data
  • Balance figures
  • Clinical documentation
  • Communicate with others to gather information
  • Compose letters
  • Compute totals
  • Coordinate events and meetings
  • Coordinate work of others
  • Gather and input data
  • Maintain filing systems
  • Prioritize different projects
  • Research information
  • Schedule appointments
  • Understand and apply policies and procedures
  • Use computerized spreadsheets
  • Use database and/or word processing software
  • Verify calculations
  • Other

  • Organization
  • Problem identification and resolution
  • Adding machine/calculator
  • Computer and peripheral equipment
  • Computer network (department or school)
  • Computer network (university)
  • Fax
  • Photocopier
  • Typewriter
Supervises level
May oversee student, temporary and/or casual workers.


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