Requisition ID: 014990
Academic/Internal Title Executive Secretary
Division/School Keck School of Medicine
Location: Health Sciences Campus
Employment Type: Full-Time
Percent of time for Part-time Position:
Salary Range: DOE
Job Announcement: Maintains Chair's calendar and accepts or declines commitments, both local and out-of-area, on his behalf. Reschedules existing appointments as deemed appropriate. Makes travel arrangements as needed.
Screens incoming calls and visitors, determining what contact or action is required for satisfactory disposition. Assists visitors with resolving problems, often coordinating resolution with other University offices.
Reviews and prioritizes all incoming correspondence. Determines actions required and follows through to completion. Researches and drafts responses on behalf of the Charman, refers to direct reports for action, or refers to executive for personal reply.
Facilitates communications between the Chairman and his direct reports. Assesses and prioritizes the urgency of situations and determines appropriate action.
Interacts with University offices on behalf of the Chairman to facilitate communications and critical information exchange. Handles all assigned communication and correspondence including sensitive and confidential matters. Represents supervisor through telephone and personal contacts, as needed.
Plans meetings and events hosted by the Chair. Coordinates arrangements with internal and/or external vendors to include travel, lodging, refreshments, guest speakers, and presentation materials and equipment. Attends events to ensure arrangements are handled according to plan and as a representative of the executive.
Maintains the confidentiality and currency of office records and files including personnel records for faculty and staff.
Provides direction and guidance to assigned staff and student workers. Schedules work, establishes priorities and ensures deadlines are met. Establishes and maintains office and recordkeeping systems and procedures.
Prepares official academic and business correspondence ensuring acceptable pre-established formats are followed. Takes and transcribes dictation of a highly confidential nature.
Prepares manuscripts and presentations.
Assists the Chair with oversight of research and grants.
Ensures proper compliance with all USC
policies and procedures.
Performs other related duties as assigned or requested. The University reserves the right to add or change duties at any time.
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: Executive secretarial experience
Preferred Education: Bachelor's degree
Preferred Experience: 5 years
Preferred Field of Expertise:
Position Type: New
Special Instructions to Applicants:
USC - 19 months ago