USC Human Resources Administration

Job code: 111031Office Manager II

Grade: I |Overtime eligible: No |Date approved: March 21, 2012

Summary

Performs complex and varied administrative assignments. Assists in management of department operations, as assigned. Typically reports to an academic chair, administrative director or other senior administrator. This position supervises clerical, secretarial and/or other administrative support functions, rather than directly performing these duties.

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.)


% Serves as office manager. Supervises at least two full-time staff or the equivalent, coordinates personnel actions for department staff and/or faculty, oversees records and filing systems, controls equipment and supplies, and coordinates electronic information systems and facilities and space planning for operations and staff reporting to supervisor. Examines workflow and revises processes to improve efficiency, as needed.


% Assists in developing department policies and procedures and coordinating implementation. Maintains currency or revisions to department, school and/or university policies and procedures. Communicates or documents. Develops forms, flowcharts and systems requirements. Trains, as required.


% Reviews, analyzes and makes recommendations to supervisor regarding requests submitted by departmental staff, e.g., expenditure or personnel requests.


% Reviews, prioritizes and responds to correspondence and incoming calls directed to supervisor. Researches requested information or takes necessary steps to address issues and resolve problems. Reports actions taken to supervisor.


% Acts as liaison between supervisor and his/her subordinates for communicating information, assignments, priorities and special requests. Monitors status of pending items and follows-up, as needed.


% Researches, gathers, organizes and summarizes data for reports. Analyzes data for trends or conclusions and presents results and recommendations to supervisor.


% Develops and administers budget. Gathers pertinent data to develop projections. Authorizes expenditures within established limits. Tracks and monitors budget activity and analyzes variances. Produces interim financial reports.


% Acts as liaison between supervisor and sensitive, confidential or high-profile contacts outside of the department.


% Participates in proposal development. Researches and identifies funding sources. Communicates agency requirements and deadlines and develops internal schedules for tracking proposal development and response. Prepares pro-forma budgets. Coordinates production of materials and reviews final product for quality and compliance with agency requirements.


% Participates in contract and grant administration. Establishes budgets and monitors and reports on expenses. Interacts with university contract administrators and agency representatives to provide information, resolve questions or problems and coordinate on-site visits.


% Plans and coordinates special events, conferences and/or seminars. Develops promotional materials. Negotiates with vendors for sites, facilities, guest accommodations and meals.


% Develops and implements security related procedures such as office opening and closing routines, recognition of duress signals and key controls. Coordinates security activities with university public safety department. Promotes and maintains standards for security conscious awareness and behavior. Maintains knowledge of university's crime prevention and suppression programs and services. Ensures dissemination of security related information to staff.
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
  • Bachelor's degree
  • Combined experience/education as substitute for minimum education
Bachelor's degree
Minimum experiencePreferred experience
3 years  
Minimum field of expertise Preferred field of expertise
Office management combined with experience in budget administration. Office management experience combined with specialized knowledge of university policies and procedures, preferably those of USC.
SkillsMachine/equipment
  • Analysis
  • Assessment/evaluation
  • Budget control
  • Budget development
  • Coaching
  • Communication—written and oral skills
  • Conflict resolution
  • Counseling
  • Customer service
  • Human resource process and employment knowledge
  • Interpretation of policies/analyses/trends/etc.
  • Interviewing
  • Knowledge of applicable laws/policies/principles/etc.
  • Organization
  • Planning
  • Problem identification and resolution
  • Research
  • Scheduling
  • Staff development
  • Supervisory skills
  • Teaching/training
  • Adding machine/calculator
  • Computer and peripheral equipment
  • Computer network (department or school)
  • Computer network (university)
  • Fax
  • Photocopier
Supervises level
Supervises employees and/or student workers performing administrative, 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