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Administrative Assistant II - Arlington (VA) Office

Company: USC University of Southern California
Location: Arlington
Posted on: November 22, 2021

Job Description:

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.

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.
  • 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, 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.
  • 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.

    Preferred Qualifications:
    • 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 administrative experience

      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 browser:

Keywords: USC University of Southern California, Arlington , Administrative Assistant II - Arlington (VA) Office, Administration, Clerical , Arlington, Virginia

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