Executive Administrative Manager, Academic and Faculty Affairs

About USC

The University of Southern California is one of the worlds leading private research universities. An anchor institution in Los Angeles a global center for arts technology and international business USCs diverse curricular offerings provide extensive opportunities for interdisciplinary study and collaboration with leading researchers in highly advanced learning environments.

About The Office of the Vice Provost for Academic and Faculty Affairs

The Office of the Vice Provost for Academic and Faculty Affairs (VPAFA) directly supports the universitys ongoing growth in academic excellence and distinction through service of faculty deans and academic departments and encourages the wellbeing of each individual in the academic community. The Office of the Vice Provost for Academic and Faculty Affairs develops and implements policies and procedures to support faculty and faculty leadership.

About the Opportunity

The Executive Administrative Manager Academic and Faculty Affairs provides high-level confidential administrative and strategic support to the Vice Provost for Academic and Faculty Affairs and serves as a trusted administrator in the day-to-day operations of the Office of the Vice Provost. This role manages complex executive scheduling oversees sensitive faculty-related communications supports misconduct and compliance review processes and coordinates and communicates decision-making workflows across USCs schools and central offices.

The Executive Administrative Manager exercises independent judgment prioritizes competing institutional demands and ensures that faculty affairs matters are handled with accuracy discretion and timeliness.

The position reports to the Senior Associate Vice Provost for Academic and Faculty Affairs.

To be considered for this opportunity please submit a cover letter with your resume/CV.

Responsibilities

Executive & Strategic Calendar Management

• Manage and strategically prioritize the Vice Provosts calendar balancing academic deadlines faculty matters leadership meetings travel and institutional commitments.
• Anticipate scheduling conflicts and proactively resolve issues to protect executive time and ensure preparedness for decision-making.
• Coordinate high-level meetings with the provost deans faculty leadership and other senior administrators.
• Prepare agendas briefing materials background summaries and follow-up documentation to support executive review and approvals.
  

Senior Communications & Faculty Affairs Liaison

• Serve as a primary point of contact for faculty affairs communications across USC schools departments and central offices.
• Draft review and route correspondence memos and policies on behalf of the Vice Provost and Faculty Affairs leadership including sensitive and time-critical communications.
• Ensure inquiries and requests are acknowledged tracked and resolved appropriately escalating complex or urgent matters as needed.
• Maintain professionalism and consistency in messaging while exercising discretion in handling confidential matters.
  

Misconduct Compliance & Sensitive Case Support

• Support the coordination of faculty misconduct checks and related compliance processes including intake documentation tracking and follow-up communications.
• Manage highly sensitive information with discretion sound judgment and adherence to institutional protocols.
• Ensure required documentation reviews and approvals are completed prior to executive action or escalation.
• Administer the Committee on Professional Responsibility including scheduling and attending meetings managing membership and drafting complex letters on behalf of the committee.
  

Workflow Timeline Tracking & Process Oversight

• Assist with maintenance of tracking systems for faculty requests approvals and outcomes (e.g. appointments leaves sabbaticals special cases).
• Proactively follow up on outstanding actions to prevent delays and ensure timely decision-making.
• Support the development and maintenance of standardized workflows templates and reference materials to improve operational efficiency and consistency across Faculty Affairs processes.

Office & Leadership Support

• Provide senior-level administrative support to the Office of the Vice Provost including coordination of special projects and leadership initiatives across the unit.
• Maintain organized digital records and institutional reference materials.
• Management of digital and physical VPAFA office including tracking staff schedules and maintaining office supplies.
• Serve as a trusted operational partner exercising independent judgment in managing priorities and resolving routine issues without direct supervision.

Qualifications:

• Minimum Education: Bachelors degree
• Minimum Experience: 5 years or combined education/experience as substitute for minimum experience
• Minimum Field of Expertise: Experience in an executive support function reporting directly to a senior leader and supervising administrative operations of a multi-faceted department. Comprehensive understanding of and ability to clearly communicate all aspects of academic and faculty affairs. Organized resourceful and detail oriented. Excellent decision-making skills. Expert writing and interpersonal abilities. Ability to maintain confidentiality. Experience with existing USC systems.

The successful candidate must demonstrate through ideas words and actions a strong commitment to USCs Unifying Values.

• Preferred Education: Masters Degree
• Preferred Experience: 7 years or combined education/experience as substitute for minimum experience

The annual base salary range for this position is $100000-$110000. When determining an offer the University of Southern California considers factors such as the scope and responsibilities of the role the candidates experience education training key skills internal peer alignment applicable laws contractual requirements grant funding and market conditions.

#LI-MN1

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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