Assistant Office Manager, Campus Support and Intervention

University Of Southern California

Job Location:

Los Angeles, CA - USA

Monthly Salary: $ 65000 - 70000

Posted on: Yesterday

Vacancies: 1 Vacancy

Job Summary

The University of Southern California is one of the worlds leading private research universities with approximately 40000 students from all 50 states and enrolls more international students than any other U.S. university. USC is located in the heart of Los Angeles a culturally rich metropolitan city and is close to both the beach and mountains with wonderful outdoor recreation opportunities. The mild temperatures along with the citys average 329 days of sun per year makes Los Angeles a wonderful city to live and work.

Campus Support and Intervention (CSI) supports USC students faculty and staff and enhances their wellbeing and success helping them to achieve their academic professional and/or personal goals. The Assistant Office Manager greatly contributes to this work supporting the department staff team and operations. They are the lead triage person for support cases and oversee and manage all financial processes for the department.

Financial Oversight

Oversee and manage all financial processes for the department.
Creates distributes and updates reports and budgets.
Maintains organizational systems and relationships with internal & external vendors and USC departments.
Reviews and processes purchase orders services agreements and maintenance contracts.
Prepares processes and monitors all invoices check requests and travel and business reimbursements.

Operations Support

Provides triage function for office that serves over 15000 individuals annually ensuring that they get connected with the right support system and resources.
Enhanced triage looking up critical info on a variety of databases before transitioning the work
Investigates prepares and presents necessary details to ensure proper processes are followed
Processes and monitors timekeeping and assists with routine employment matters (e.g. support recruitment employment records maintenance).
Orders and maintains inventory of office supplies.
Provides project support as requested planning and/or executing project activities to meet objectives.
Provides technical support for offices projects (e.g. marketing registration troubleshooting) and for office equipment and technologies.
Coordinates department public relations functions as assigned (e.g. events seminars webinars workshops)
Arranges with vendors for sites facilities catering guest accommodations etc. for all departmental activities.
Designs and coordinates production and/or distribution of marketing branding and promotional materials.
Develops and maintains relationships with other campus departments to help them understand the mission and services of the department.
Database management - identifying CSI needs running and analyzing data for CSI cases.
Coordinates emergency support for campus crises including after hours (e.g. travel hotel accommodations transportation reimbursements communications with vendors etc.).
Generates emergency/critical incident outreach communication.
Supports AVPs with day to day needs and functions.

Facility Oversight

Oversees the purchasing of equipment furniture and other building essentials.
Serves as liaison with building and facility management teams.
Conducts regular assessments of the facility as requested and submits works requests as needed. Maintain facility key tracking system.

Salary Range:

The annual base salary for this position is $ When extending an offer of employment the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position the candidates work experience education/training key skills internal peer alignment federal state and local laws contractual stipulations grant funding as well as external market and organizational considerations.

#LI-MN1

Minimum Education:
Bachelors degree Accounting Or
Bachelors degree in related field(s)

Addtional Education Requirements
Combined experience/education as substitute for minimum education

Minimum Experience:
2 years experience in a professional finance environment.

Minimum Skills:
Excellent written and oral communication skills.
Demonstrated experience managing complex departmental financial processes and records.

Preferred Experience:
3 years experience in a professional finance environment.

Preferred Skills:
Exceptional written and oral communication skills.
Strong organizational instincts and attention to detail.
Excellent interpersonal skills and proven success in cross-functional collaboration.
Knowledge of human resources purchasing and procurement processes.

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

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Experience:

Financial Oversight

Oversee and manage all financial processes for the department.
Creates distributes and updates reports and budgets.
Maintains organizational systems and relationships with internal & external vendors and USC departments.
Reviews and processes purchase orders services agreements and maintenance contracts.
Prepares processes and monitors all invoices check requests and travel and business reimbursements.

Operations Support

Provides triage function for office that serves over 15000 individuals annually ensuring that they get connected with the right support system and resources.
Enhanced triage looking up critical info on a variety of databases before transitioning the work
Investigates prepares and presents necessary details to ensure proper processes are followed
Processes and monitors timekeeping and assists with routine employment matters (e.g. support recruitment employment records maintenance).
Orders and maintains inventory of office supplies.
Provides project support as requested planning and/or executing project activities to meet objectives.
Provides technical support for offices projects (e.g. marketing registration troubleshooting) and for office equipment and technologies.
Coordinates department public relations functions as assigned (e.g. events seminars webinars workshops)
Arranges with vendors for sites facilities catering guest accommodations etc. for all departmental activities.
Designs and coordinates production and/or distribution of marketing branding and promotional materials.
Develops and maintains relationships with other campus departments to help them understand the mission and services of the department.
Database management - identifying CSI needs running and analyzing data for CSI cases.
Coordinates emergency support for campus crises including after hours (e.g. travel hotel accommodations transportation reimbursements communications with vendors etc.).
Generates emergency/critical incident outreach communication.
Supports AVPs with day to day needs and functions.

Facility Oversight

Oversees the purchasing of equipment furniture and other building essentials.
Serves as liaison with building and facility management teams.
Conducts regular assessments of the facility as requested and submits works requests as needed. Maintain facility key tracking system.

Salary Range:

#LI-MN1