Administrative Assistant II - Arlington (VA) Office
Company: USC University of Southern California
Posted on: November 22, 2021
Information Sciences Institute (ISI), a unit of USC'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 operates one of the world's largest academic
high-performance computing clusters. ISI's 300 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 located in Arlington, VA.*
The Computational Systems & Technology Division of Information
Sciences Institute (ISI) seeks an Administrative Assistant II to
provide support to multiple researchers/faculty and their staff in
a fast-paced environment.
- 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
- Ensures confidentiality and controls access to sensitive
- Coordinates and assists with division functions, as assigned,
such as seminars, interview presentations, meetings with funders,
etc. Arranges with vendors for catering and makes arrangements 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,
- 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
- Makes travel arrangements, domestic and international.
- Reconciles expense reports.
The selected applicant must obtain and maintain a Secret clearance.
Per U.S. government regulations, only U.S. citizens are eligible
for this clearance.
- Experience in an academic setting or research institute
- Able to multi-task 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
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
USC is an equal opportunity, affirmative action employer. All
qualified applicants will receive consideration for employment
without regard to race, color, religion, sex, sexual orientation,
gender identity, national origin, protected veteran status,
disability, or any other characteristic protected by law or USC
policy. USC will consider for employment all qualified applicants
with criminal histories in a manner consistent with the
requirements of the Los Angeles Fair Chance Initiative for Hiring
ordinance. We provide reasonable accommodations to applicants and
employees with disabilities. Applicants with questions about access
or requiring a reasonable accommodation for any part of the
application or hiring process should contact USC Human Resources by
phone at , or by email at . Inquiries will be treated as
confidential to the extent permitted by law.
Read USC's Clery Act Annual Security Report
Required Legal Notices
Certain positions are subject to background screening
If you are a current USC employee, please apply to this USC job
posting in Workday by copying and pasting this link into your
Keywords: USC University of Southern California, Arlington , Administrative Assistant II - Arlington (VA) Office, Administration, Clerical , Arlington, Virginia
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