Job Description

The Division of Nephrology and Hypertension is seeking an Administrative Assistant II to join its team at Keck School of Medicine of University of Southern California. The Administrative Assistant position for the Division of Nephrology is a full-time, professional staff member who plays an integral role in the day-to-day functions of the division. The Administrative Assistant will participate in a range of office and divisional priorities as well as providing direct administrative support to the Chief of the Division.

• Provide a high level of administrative support to Nephrology & Hypertension faculty.
• Performs administrative duties associated with scheduling and coordinating meetings and planning events. Arranges with vendors for services, prepares agendas and itineraries, gathers and organizes supporting information, and oversees production and distribution of related materials. Attends functions to ensure satisfactory outcome.
• Demonstrated ability to handle multiple projects simultaneously in a fast-paced environment. Ability to set priorities and organize time to see projects through to successful completion.
• Assist in maintaining faculty’s credentialing which may include compiling materials for applications and/or renewals of clinician licensure, credentialing, privileging, and insurance coverage; ensuring timely submissions; routing credentialing paperwork; updating physician and clinical staff documentation; maintaining databases and generating reports.
• Support faculty scheduling in QGenda/AMION and work closely with stakeholders for efficient operation.
• Serves as internal resource to faculty, and administrators, staff or students on departmental and university procedures. Research information, as requested, and relays official interpretations. Maintains currency on revisions to department, school, and/or university polies and procedures.
• Create, route and process written and verbal correspondence while exercising a high degree of discretion and confidentiality.
• Assist in purchases and reconciliation of equipment, supplies for office and laboratory.
• Assist in tracking and managing budgets, including expense reports, invoices, and financial documentation.
• Process reimbursements and Internal Service Deliveries (ISDs), manage vendor registration, and handle visa processing for visiting scholars.
• Assist in preparing research grant projects, budgets and documents and assist in maintaining post award grants.
• Provides support for education support with various events, meetings, recruitment sessions, and generating spreadsheets and presentations.
• Prepare, record, and distribute comprehensive meeting minutes for meeting sessions.
• Manage divisional data tracking to generate routine performance and billing reports for executive leadership.
• Provides general office support which may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, processing reimbursement expense reports, and maintaining electronic and hard copy filing systems.

Must submit a resume and cover letter

Hybrid position

Hourly range:

The hourly rate range for this position is $26.59 - $31.25. 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.

Minimum Education: Bachelor's degree
Combined experience/education as substitute for minimum education
Minimum Work Experience: 3 years
Knowledge, Skills and Abilities: Secretarial or specialized clerical and administrative experience required

Preferred Experience:

4 years of combined administrative experience, preferably in a university environment

Excellent communication skills – both written and verbal.

Demonstrated ability to handle multiple projects simultaneously in a fast-faced environment. Ability to set priorities and organize time to see projects through to successful completion.

A cooperative and team-oriented attitude and self-starter are essential.

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 (213) 821-8100, or by email at uschr@usc.edu Inquiries will be treated as confidential to the extent permitted by law.

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