Office CoordinatorApply (https://usc.wd5.myworkdayjobs.com/ExternalUSCCareers/job/Los-Angeles-CA---University-Park-Campus/Office-Coordinator_REQ20152136/apply) Viterbi School of Engineering Los Angeles, California

The Viterbi School of Engineering’s Information Technology Program (ITP) is seeking a dynamic and organized Office & Events Coordinator to join our team. This role is designed to alleviate operational pressures by supporting a range of administrative and programmatic tasks. The ideal candidate will play a pivotal role in enhancing the program’s efficiency through meticulous management of administrative activities, software requests, hardware inventory, compliance with university policies, program events, and the ITP front office. By ensuring seamless operational workflows, the Office & Events Coordinator will be instrumental in advancing ITP’s educational mission.

Responsibilities:

• Support and report directly to the ITP Academic Program Manager

• Perform all front desk administrative duties. Act as a point of contact for all guests who come to the office and/or reach out via phone and email

• Maintain inventory of office supplies and restock items as needed

• Ensure computers at the front desk are updated and operational. Create and maintain accessible digital assets to be displayed on the office suite monitors during regular business hours

• Oversee, schedule, hire, train, and support front desk workers, who will assist with administrative duties. Ensure there is always front desk coverage. Update, maintain, and enforce the policies and procedures in the Front Desk Handbook

• Manage and maintain software inventory and requests. Track all software needed for classes and for faculty use. Work with Viterbi IT to ensure all requests are processed and work with the ITP Academic Program Manager to ensure all necessary software is renewed each year

• Maintain an internal database of all department-owned equipment. Track the warranties and life cycles of these devices so they can be repaired/replaced as needed

• Manage the ITP Loaner Device Program. Coordinate weekly status checks on loaned devices

• Establish and maintain relationships with preferred vendors and onboard additional vendors with the University as required for programmatic projects

• Plan and organize all ITP departmental events. Act as secondary point person for the annual ITP retreat and for the monthly faculty meetings

• Assist faculty and staff with any event they may be hosting as necessary

• Collect receipts and submit expense reports as a Travel & Expense Portal delegate for faculty, staff, and University guests. Coordinate delegate access for the Travel & Expense Portal

• Make approved programmatic purchases using an ITP procurement card and a travel card. Ensure they are kept in good standing. Complete transaction verifications for reconciliation

• Represent ITP at relevant Viterbi meetings (Viterbi Events Protocol Workshop, Viterbi Events Council, etc.) to stay informed of university practices

• Manage check dispersals for student workers and part-time lecturers. Coordinate with HR as necessary

• Act as a departmental liaison to DEN, Advanced Alarms, USC Housekeeping, Facilities Management Services, the University Club, and Transportation Services. Maintain and update standing Internal Requisitions with these departments as needed

• Draft New Initiative Request and Facility Request forms as needed

• Work with Viterbi IT to ensure the proper equipment is available to support ITP labs

• Perform additional tasks as requested by the ITP Academic Program Manager

This role requires a proactive, meticulous individual with strong organizational and communication skills, capable of multitasking and meeting deadlines in a fast-paced environment.

This position is in-person with an expectation of 5 days on campus.

The hourly rate range for this position is $22.29 - $24.60. 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.

Required Applicant Documents

• Resume/CV

• Cover Letter

These documents may be submitted as one PDF. Applications will not be considered complete without these documents.

Minimum Education:

Associate’s degree

Combined experience/education as a substitute for minimum education

Minimum Experience:

2 years

Minimum Skills:

Secretarial or specialized clerical and administrative experience

Preferred Education:

Bachelor's degree

Preferred Experience:

3 years

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REQ20152136 Posted Date: 08/28/2024