USC Human Resources Administration

Job code: 111040Executive Administrative Manager (Centralized)

Grade: L |Overtime eligible: No |Date approved: November 29, 2010

Summary

Oversees, manages and coordinates the daily operations and administrative functions of a senior vice president's office to include planning and scheduling; management and coordination of communications; supervision of staff, purchasing; department personnel administration; office procedural development and implementation; management and coordination of special projects of significant complexity; and facilities and equipment maintenance and repair. Controls access to the senior vice president as well as workload, priorities and time of executive. Acts on behalf of executive exercising discretion and independent judgment while assuring and providing critical, high-level support to optimize executive's time. Participates in short and long-term department planning. Analyzes department operations, determines necessary and appropriate procedural changes, and implements accordingly. Liaises with senior vice president's subordinate departments and offices regarding complex departmental problems and issues. Supervises preparation of materials for presentation to the board of trustees. Reports directly to a senior vice president.

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.)


% Oversees, manages and coordinates daily operations and administrative functions of senior vice president's office including functions such as planning and scheduling; supervision of staff; purchasing; management and coordination of communications; office procedural development and implementation; department personnel administration; management and coordination of special projects of significant complexity; maintenance and repair of equipment and facilities; and ensuring department's conformity to university policies and procedures. Acts on behalf of executive exercising discretion and independent judgment while assuring and providing critical, high-level support to optimize executive's time. Serves as primary contact for overall external coordination of activities with offices of officers and senior management, board of trustees, political and civic leaders, major donors, other public and private contacts, etc. Ensures confidentiality of all information and that reporting deadlines are met keeping in mind administrative priorities.


% Participates in long and short-term department planning and implementation of processes and objectives for areas such as business continuity planning, human resources, growth, policy, staff, budget, safety, space and strategic issues. Assists with development and communication of planning and guidelines. Monitors department activities and tracks similar activities for units reporting to senior vice president to ensure adherence to plans.


% Manages special projects of significant complexity. Performs or oversees business research, compilation of data from various reference sources and data analysis. Oversees project implementation including setting goals, establishing priorities, managing resources, developing approaches, reviewing progress and results, as appropriate. Develops, evaluates, recommends and implements procedures for data acquisition, management and quality control. Develops conclusions and recommendations and guides the formatting of results.


% Resolves complex office and divisional departmental problems and issues. May meet with concerned parties to discuss problems, requests or other matters, as needed or requested. Investigates and determines approach and appropriate solutions to complex office and divisional departmental matters or complaints from faculty, staff, students and other constituents. Analyzes department operations, determines necessary and appropriate procedural changes, and implements accordingly.


% Provides personnel management of senior vice president's office. Supervises department employees and/or student workers, as assigned. Recruits, screens, hires and trains staff. Schedules assigns and prioritizes workloads. Sets appropriate goals and deadlines. Ensures timely completion of department's work. Monitors employee performance on a regular basis. Provides feedback to senior management regarding performance appraisals of staff. Provides guidance and feedback to assigned staff. Counsels and disciplines, as needed.


% Writes or oversees preparation of official correspondence, reports, speeches, memorandums, proposals, etc. as deemed appropriate or assigned by executive. Researches topics, materials and sources as part of preparation of official correspondence, reports, speeches, memorandums, proposals, etc., as needed. Utilizes graphic designs, spreadsheets, etc. when appropriate. Develops templates to standardize communication vehicles, as needed.


% Develops and oversees implementation of internal departmental procedures and practices covering areas such as administration, finance, safety, etc., ensuring compatibility with university policies. Interprets and explains applicable rules, polices and procedures. Ensures departmental compliance and approves exceptions, as authorized.


% Plans and implements new office technology. Assesses department needs in terms of office equipment, software, telephonic and computer systems. Determines and recommends appropriate technological acquisitions for office/division and manages acquisition.


% Supervises preparation of materials prepared for presentation to board of trustees. Interacts with trustees, senior officers and the President's Office in planning, coordinating and organizing board of trustees committee and special meetings, activities, etc.


% Coordinates maintenance of information systems to support operations with information technology personnel. Ensures information security software and internal systems are maintained on a regular basis.
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
Master's degree
Minimum experiencePreferred experience
7 years 10 years
Minimum field of expertise Preferred field of expertise
Experience in managing administrative operations of a multi-faceted department. Thorough knowledge of management principles, executive and corporate protocol, and applicable laws/regulations. Demonstrated excellent written and oral communication skills. Demonstrated excellent interpersonal skills.  
SkillsMachine/equipment
  • Analysis
  • Assessment/evaluation
  • Budget control
  • Budget development
  • Coaching
  • Communication—written and oral skills
  • Conceptualization and design
  • Conflict resolution
  • Counseling
  • Creative writing and editing
  • Human resource process and employment knowledge
  • Interpretation of policies/analyses/trends/etc.
  • Interviewing
  • Knowledge of applicable laws/policies/principles/etc.
  • Managerial skills
  • Organization
  • Planning
  • Problem identification and resolution
  • Project management
  • Research
  • Scheduling
  • 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 excellent communication and organizational skills to address, prioritize and coordinate multiple problems, issues 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