USC Human Resources Administration

Job code: 111038Executive Assistant

Grade: K |Overtime eligible: No |Date approved: March 23, 2012

Summary

Implements directives of dean's office or other university executive. Administers operations of dean's office or other university executive's office on daily basis.

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.)


% Administers operations of dean's office or other university executive's office. May include functions such as supervising staff, managing electronic information systems, authorizing acquisitions, maintenance and repair of equipment and facilities, ensuring department's conformity to university policies and procedures, resolving complex departmental problems. Maintains currency on revisions to department, school and/or university policies and procedures. Analyzes department operations, prepares reports including conclusions and recommendations for change.


% Provides personnel management for dean's office or other university executive's office. May include maintaining accurate, secure and confidential faculty and/or staff records, administering faculty benefits programs (including sabbatical leaves) as appropriate, reviewing all proposed departmental staff changes and recommending approval/denial, faculty and/or staff recruitment, staff development and career succession planning.


% Establishes and maintains contact with faculty and/or staff members reporting directly to a dean or other university executive, monitors progress of department programs and projects, and apprises supervisor of progress toward and attainment of department goals.


% Manages special department projects on behalf of dean or other university executive. Assists in formation of ad hoc committees and monitors progress toward completion of assigned tasks. Ensures that committee reports and recommendations are submitted in a timely manner. Follows up with implementation, as appropriate.


% Participates in department planning and implementation processes, as assigned. May include budget, contingency, disaster, growth, policy, program/project, space, staff and/or strategic planning.


% Develops and maintains effective communications program within department. Ensures timely reciprocal exchange of information between dean or other university executive and staff.


% Assists in development, preparation and delivery of reports, publications, speeches, presentations, official correspondence, etc., as needed or as assigned by dean or other university executive.


% Assists in fundraising, public relations and other activities at dean or other university executive's request, including representing department at assigned functions, seeking out funding sources, preparing grant applications, proposals, and/or presentations.


% Maintains currency with organizations and publications in field, updates executive on new developments, and advises on information deemed significant to department operations.


% Assists in student relations, as needed. May include recruitment and retention activities, student counseling and curriculum development.
Essential % 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
 
Minimum experiencePreferred experience
5 years 7 years
Minimum field of expertise Preferred field of expertise
Experience in supervising administrative operations of multi-faceted department.  
SkillsMachine/equipment
  • Analysis
  • Assessment/evaluation
  • Budget development
  • Coaching
  • Communication—written and oral skills
  • Conflict resolution
  • Counseling
  • Development/fundraising
  • Human resource process and employment knowledge
  • Interviewing
  • Knowledge of applicable laws/policies/principles/etc.
  • Managerial skills
  • Mediation
  • Networking
  • Organization
  • Planning
  • Problem identification and resolution
  • Project management
  • Public relations
  • Staff development
  • Teaching/training
  • Calculator
  • Computer and peripheral equipment
  • Computer network (department or school)
  • Computer network (university)
  • Fax
  • Photocopier
Supervises level
Supervises employees and student workers performing administrative, clerical/secretarial, professional/paraprofessional work
Comments
This position requires strong organizational skills to address, prioritize and coordinate multiple problems and activities concurrently.

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