Office Manager I
University of Southern California - New York, NY

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The University of Southern California (USC), founded in 1880, is the largest private employer in the City of Los Angeles with several satellite offices located regionally and around the world. 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 University of Southern California's (USC) Central Advancement Regional Development office located in New York City (NYC) is seeking a highly-motivated, well-seasoned Office Manager to join its team. The Office Manager will have full oversight of the day-to-day operations of the New York City Advancement Office. In addition, the incumbent is expected to provide administrative support to the Executive Director and will be the first point of contact for visitors to the NYC satellite office, serving as the face of the Regional Development division outside of California. Job Accountabilities: Serves as office manager. Oversees records, filing systems, and equipment. Tracks office supplies and budget expenditures. Supervises all aspects of the NYC Office operations including calendaring and appointments, travel arrangements. Prepares donor correspondence and acknowledgement of gifts received by the NYC Office. Researches, gathers, organizes and summarizes data for reports (ie, briefings for the President, Provost, and Senior Vice President for University Advancement.) Utilizes interns to discover new donor leads and prepare basic donor biographical summaries to debrief the Executive Director and Assistant Director prior to meeting with donors. Reviews and prioritizes incoming calls and correspondence on behalf of supervisor. Responds to inquiries or refers to supervisor, as appropriate. Greets guests at the NYC Office, extending the highest standards of hospitality to all guests, visitors, and members of the Trojan Family visiting New York Acts as liaison between the Executive Director (and/or other senior department administrators) and sensitive, confidential or high-profile contacts outside of the department. Acts as liaison between the Executive Director (and/or other senior department administrators) for communicating information, assignments, priorities and special requests. Monitors status of pending items and follows-up, as needed. Assists in budget development by gathering, analyzing and reporting data. Provides projections and recommendations, as requested. Monitors assigned budget lines and reports variances. Tracks donation revenues. Coordinates event management functions, as assigned, which may include special events, conferences, seminars, etc. Negotiates with vendors for sites, facilities, catering, guest accommodations, etc. Coordinates production of promotional materials. Performs other related duties as assigned or requested. The University reserves the right to add or change duties at any time. The Office Manager must be very detail-oriented, customer-focused with a professional demeanor. Evening hours may be required on occasion during special events. Must be willing to travel to Los Angeles at least one time per year to visit the USC campus. The University of Southern California values diversity and is committed to equal opportunity in employment.

Minimum Qualifications:
Minimum Education:
Bachelor's degree Combined experience/education as substitute for minimum education

Minimum Experience:
2 years

Minimum Field of Expertise:
Office management

Preferred Qualifications

Preferred Education:
Bachelor's degree

Preferred Experience:
  • Extensive travel arrangement experience for both domestic and international trips. * Must enjoy working with the public while performing a variety of administrative-related tasks.
Preferred Field of Expertise:
  • Office management combined with knowledge of university policies and procedures. * Customer-focused individual with a professional demeanor.
Position Type:
Existing

Special Instructions to Applicants:
Quicklink for Posting:
jobs.usc.edu/applicants/Central?quickFind=68506

University of Southern California - 14 months ago - save job - block
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