Executive Assistant - Finance Admin - Full Time 8 Hour Days Non-Exempt Non-Union

The Executive Assistant provides administrative support to the Chief Revenue Officer and Associate Administrators and is responsible for office support including but not limited to organizing office functions providing work and direction to clerical support staff scheduling and coordination of events/meetings/seminars/travel expense reporting coordinating priorities throughout the day and performing independent and collaborative projects as needed. The Executive Assistant will assist with presentation and meeting preparation including facilitating completion and distribution of meeting materials.

Essential Duties:

• Responsible for coordination of executive meetings including scheduling and distributing meeting notices.
• Responsible for preparation of agenda and minutes.
• Responsible for the processing of payroll and personnel forms as delegated by executives
• Responsible for composition typing proofing and appropriately disseminating a variety of materials e.g. correspondence memos reports etc. pertinent to the functions of the Officer or Executive Leader and/or other Administrative Representative(s) as directed.
• Responsible for coordinating schedule including arranging meetings and appointments for the Officer or Executive Leader and/or other Administrative Representative(s) as assigned.
• Responsible for functioning as liaison between Administrative Team Administrative Support Staff and Human Resources interpreting policy and procedures and assisting in problem identification and resolution.
• Responsible for providing research and administrative support to special projects preparing data and followup projects as directed.
• Responsible for coordination and confirmation of travel arrangements including lodging and airline and/or automobile reservations preparation of travel authorization forms and expense reports as directed.
• Responsible for using sound judgment when complications arise outside the scope of authority such as the need for deadline augmentation and bringing these to the attention of the appropriate Administrative Representative(s) in a timely manner.
• Responsible for maintaining security of information: e.g. patient medical records hospital financial information salary staff and legal information in a confidential nature.
• Responsible for processing calls from patients their families and the general public by assessing the urgency of the situation and suggesting appropriate referrals or informing the appropriate Administrative Representative(s)when the situation warrants his/her attention.
• Responsible for preparation of Administrative Call Schedule and Administrative Vacation Schedule and appropriate distribution of same.
• Responsible for performing other duties as directed by the Officer or Executive Leader and/or Administrative Representatives.
• Responsible for the ordering of supplies for the Administrative Suite as well as the maintenance of office machines.
• Performs other duties as assigned.

Required Qualifications:

• Req High school or equivalent

• Req 5 years Previous Executive Assistant experience in a senior executive setting

• Req Ability to accurately take or transcribe meeting minutes.
• Req Ability to pay attention to detail.
• Req Demonstrates excellent verbal and written communication skills.
• Req Computer literacy in word processing spreadsheets etc.
• Req Microsoft Office expertise including Teams Notes OneDrive SharePoint Word PowerPoint and Excel.
• Req Organization/time management skills; ability to manage multiple priorities
• Req Able to function independently and as a member of a team.
• Req Strong interpersonal skills.

Preferred Qualifications:

• Pref Bachelors Degree

Required Licenses/Certifications:

• Req Fire Life Safety Training (LA City) If no card upon hire one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)

USC is an equal opportunity 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 observes affirmative action obligations consistent with state and federal law. USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance and with due consideration for patient and student safety. Please refer to theBackground Screening Policy Appendix Dfor specific employment screen implications for the position for which you are applying.

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 ator by email at. Inquiries will be treated as confidential to the extent permitted by law.

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