USC Human Resources Administration

Job code: 111058University Trustee Program Specialist

Grade: I |Overtime eligible: Yes |Date approved: May 2, 2012

Summary

Provides staff support to the university trustee program director and varied administrative and general office support to Office of the President. Serves as secondary contact and resource for the trustee program. Provides assistance to trustees, donors, university VIPs, and senior officers for challenging issues and special services, as needed. Has responsibility for office hospitality.

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.)


% Provides staff support to the university trustee program director for trustee board and committee meetings. Coordinates logistics for trustee board and committee meetings. Assists with preparation of board books and distributes materials according to director's instructions.


% Serves as secondary contact and resource for the trustee program. Assists with providing ombudsman services to trustees, donors, university VIPs, and senior officers for challenging issues and special services related to such areas as events, football game tickets, admission, financial aid, housing and/or other matters, as needed. Responds to inquiries and requests for information as needed. Researches problems and assists with addressing issues and bringing to resolution.


% Plans and coordinates preparation of presidential office meetings and related details. Assists with special requests for meetings. Makes arrangements for guest needs such as audio visual and computer equipment, photocopying, etc.


% Provides office hospitality for all presidential meetings. Serves as liaison to dining services. Coordinates and analyzes hospitality food and beverage needs for office. Establishes and maintains necessary stock of food and kitchen supplies.


% Has responsibility for selection of purchases of presidential gifts and flowers. Provides services such as performing detailed gift research and gathering of data prior to purchases. Determines appropriate gifts for special occasions and reviews selection and cost with chief of staff. Purchases gifts and flowers as appropriate.


% Assists with preparation of correspondence and emails related to trustees, donors, university VIPs and senior officers' special requests and services, events, meetings, football tickets, etc.


% Assists director with coordination of arrangements for the Official Party for away games travel including transportation, hotel accommodations, entertainment and ground transportation to games.
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 5 years
Minimum field of expertise Preferred field of expertise
Administrative experience in an academic or corporate setting  
SkillsMachine/equipment
  • Compose correspondence
  • Coordinate meetings
  • Draft routine correspondence
  • Gather data
  • Input data
  • Understand and apply policies and procedures
  • Use database and/or word processing software
  • Assessment/evaluation
  • Communication—written and oral skills
  • Customer service
  • Knowledge of applicable laws/policies/principles/etc.
  • Organization
  • Planning
  • Research
  • Scheduling
  • Calculator
  • Computer and peripheral equipment
  • Computer network (department or school)
  • Computer network (university)
  • Fax
  • Photocopier
Supervises level
May oversee student, temporary and/or resource workers.
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