Network administrator assistant job description

USC's Information Sciences Institute (ISI) , ("Institute"), a unit of the university's Viterbi School of Engineering, is a world leader in the research and development of advanced artificial intelligence, information processing, computing, cybersecurity, and communications technologies. ISI's 400 faculty, professional staff and graduate students carry out extraordinary information sciences research at three distinct locations - Marina Del Rey, CA; Arlington, VA; and Waltham, MA.

*This position is in Marina del Rey, CA. Hybrid work options available.*

The Institute seeks an Administrative Assistant II to provide support to multiple researchers, faculty, and their staff in a fast-paced environment.

Job Accountabilities:

• Organizes and expedites flow of work through the division. Initiates follow-up action. Serves as resource to others on departmental and university procedures or in the resolution of moderate to complex problems or issues. Interacts with university offices and/or supervisor's subordinates to facilitate communications and information exchange.
• Composes and produces a variety of business correspondence, reports, confidential documents and/or forms, and related materials.
• Ensures confidentiality and controls access to sensitive information.
• Manages multiple calendars and schedules complex meetings with internal and external stakeholders.
• Coordinates and assists with division functions, as assigned, such as seminars, interview presentations, meetings with funders, etc. Arranges with vendors for catering and logistics for sites/facilities and any equipment needed.
• Assists in budget planning with contracts and grants by providing estimates of costs for items such as travel, equipment, etc.
• Screens and prioritizes incoming calls, emails and requests. Determines what contact or action is required for satisfactory disposition. Responds to inquiries or requests for information or refers to researcher/faculty, as appropriate.
• Sets up new faculty, staff, Graduate Research Assistants, Visiting Research Assistants, Student Workers, Directed Research students, and other visitors and volunteers with office space, access cards, parking, keys, computers, email, and other office equipment, as needed. Provides guidance and instruction on ISI procedures.
• Makes travel arrangements - domestic and international and subsequent expense reports/reconciliation.

Preferred Qualifications:

• Experience in an academic setting or research institute
• Able to multi-task and prioritize responsibilities while providing support to multiple faculty, researchers, graduate students, and visitors
• Experience with arranging travel both domestic and international; experience with following the Fly America Act; experience with travel restrictions of contracts and grants
• Able to adapt, be flexible, follow procedures and policies, and make last minute decisions
• Able to work as a team with various groups
• Proficient with Microsoft Office applications (Word, Excel, Outlook, PowerPoint), Zoom, Adobe Acrobat, and Dropbox
• Working knowledge of Concur, Workday, SharePoint, and other university systems is ideal

The University of Southern California values diversity and is committed to equal opportunity in employment.

Minimum Education: Bachelor's degree, Combined experience/education as substitute for minimum education Minimum Experience: 3 years Minimum Field of Expertise: Secretarial or specialized clerical and administrative experience

REQ20125120 Posted Date: 10/11/2022

Facility:Corporate Offices

CitySan Diego

Department

Job Status

Per Diem

Shift

Variable

FTE

0

Shift Start Time

Shift End Time

H.S. Diploma or Equivalent

Hours

Shift Start Time:

Shift End Time:

Additional Shift Information:

Weekend Requirements:

On-Call Required:

No

What You Will DoPerforms administrative assignments under minimal supervision.Preferred Qualifications

+ H.S. Diploma or Equivalent

+ 3 Years secretarial experience.

Essential Functions

+ Administrative SupportComposes correspondence, memos, presentations, flyers, spreadsheets, and other documents as requested.Drafts complex documents from abstract ideas and general information.Researches and gathers data from various sources and generates special projects/reports/summaries. Report generation may involve analyzing statistics and preparing spreadsheets.Navigates the Sharp Intranet site.Reviews and edits materials as requested.

+ Prioritizes mail, including electronic mail, checks deadlines and independently initiates responses/action items or refers appropriately.

+ Prepares and processes outgoing mail including mail merges, bulk mailings and flyers within designated timeframes.

+ Develops and maintains data using appropriate computer applications.Initiates establishment and maintenance of record keeping systems to ensure efficient retrieval of documents.

+ Maintains confidentiality of information and records per guidelines.Completes department specific forms, records and data management per guidelines (e.g., personnel, vendor, charge/billings, special projects, etc., as needed).

+ Customer Service and TeamworkCommunicates effectively and courteously by telephone and in person with a variety of customers, i.e., patients, patient family members, staff, peers, physicians, executives, Board members, legislators, community leaders, etc.

+ Responds with courtesy and patience to calls/visitors who may be angry, distraught etc. Problem solves as appropriate or directs to appropriate resource.

+ Obtains information from visitors/callers, directs as appropriate or takes complete and accurate messages. Acts on requests for customer assistance.

+ Answers phones, transfers calls and performs service recovery where appropriate.

+ Communicates effectively with all levels of staff and uses the chain of command.Communicates direct supervisor(s) instructions or desires to various department and individuals.

+ Department Efficiency and EffectivenessMaintains organized and orderly workspace.Orders supplies, forms and equipment, maintains stock per guidelines.Completes requisitions and obtains necessary authorizations.

+ Manages and operates equipment safely and accurately including obtaining supplies, troubleshooting and calling for maintenance (e.g., fax, copier, printer, computers, etc.).

+ Resource person within department and across Sharp system.Manages department resources, e.g., keys, signage, badges, phones, parking permits, etc., per guidelines and as assigned.

+ Arranges for additional resources to cover vacations, leaves of absence, and/or variable workloads and provides supervision/direction as assigned.

+ Coordinates office moves, space modifications, computer access, and other operational change management as assigned.

+ Meeting CoordinationSchedules meetings and related resources and confirms participants.Prepares agenda and attachments, attends and takes minutes for meetings as directed.

+ Coordinates schedule of designated individual(s) using appropriate computer application, ensures schedule is current and without conflicts.Schedules special functions and travel arrangements as directed, following organizational guidelines.

Knowledge, Skills, and Abilities

+ Must be detail oriented, flexible and adaptable to a variety of situations.

+ Strong organizational and time management skills with ability to prioritize assignments.

+ Advanced computer skills including Microsoft 365 Office Suite and Microsoft Teams preferred.

Sharp HealthCare is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability or any other protected class