Executive Secretary

USC's School of Cinematic Arts is seeking an Academic Events Coordinator to join the Office of the Vice Deans. The School of Cinematic Arts is considered one of the premier schools for the study of cinematic arts.

The Academic Events Coordinator supports the Office of the Vice Deans as part of a small team that provides a broad range of administrative functions.

The position administratively reports to the Vice Deans.

The candidate must be an excellent communicator who is driven to provide exceptional service and support to our faculty, staff, students and other stakeholders. The ideal candidate will have both experience in an academic environment and an understanding of the media and entertainment industry.

Responsibilities include:

• Organizes the office of the Vice Deans and makes day-to-day administrative and operational decisions. Establishes priorities and ensures deadlines are met. Implements enhancements to procedures to improve productivity, efficiency and service.
• Plans meetings and events hosted by the Vice Deans and other senior administrators. Serves as liaison with Student Services as well as divisions and units within the school for commencement duties. Coordinates arrangements with internal and/or external vendors for catering, sites, facilities, guest accommodations, etc. Oversees events to ensure arrangements are handled according to plan.
• Reviews and prioritizes all incoming correspondence. Determines actions required and follows through to completion. Researches and drafts responses on the Vice Deans' behalf. Edits documents produced by others. Handles all assigned communication and correspondence including sensitive and confidential matters.
• Screens incoming calls and visitors, determining what contact or action is required for satisfactory disposition. Provides ongoing public relations with visiting dignitaries, donors, parents and other friends of the school. Assists visitors with resolving problems, often coordinating resolution with other university offices.
• Facilitates communications between the Vice Deans and their direct reports. Assesses and prioritizes the urgency of situations and determines appropriate action.
• Leads other employees and student workers, as assigned. Provides leadership and work guidance, and assigns and prioritizes workloads.
• Maintains the confidentiality and currency of office records and files.
• Performs other related duties as assigned or requested.

Minimum Qualifications:

Bachelor's Degree plus 3 years of directly related work experience. Combined experience/education may substitute for minimum education. Experienced in Microsoft Office. Excellent written and oral communication skills. Ability to maintain an extremely high degree of professionalism and confidentiality.

Preferred Qualifications:

Bachelor's Degree plus 5 years of directly related work experience. Experience in office management combined with specialized knowledge of university policy and procedures. Knowledge of USC Workday. Understands the cultures of both the university and the media and entertainment industry.

The University of Southern California (USC), founded in 1880, is located in the heart of downtown L.A, and is the largest private employer in the City of Los Angeles. As an employee of USC, you will be a part of a world-class research university and a member of the "Trojan Family," which is comprised of the faculty, students and staff that make the university what it is.

The hourly range for this position is $32.42 - $37.84. 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 candidate's work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

The University of Southern California values diversity and is committed to equal opportunity in employment.

Job Profile Summary
Minimum Education: Bachelor's degree, Combined experience/education as substitute for minimum education
Minimum Experience: 3 years
Minimum Field of Expertise: Executive secretarial experience
Job Description
Performs advanced secretarial duties for a dean or officer of the University (executive). Handles day-to-day administrative matters to conserve executive's time.