Office Manager

The University of Southern California (USC), founded in 1880, is located in the heart of downtown Los Angeles and is the largest private employer in the City of Los Angeles. As an employee of USC, you will be part of a world-class research university and a member of the “Trojan Family,” comprised of the faculty, students, and staff who make the university a great place to work.

The USC Dana and David Dornsife College of Letters, Arts and Sciences is seeking an Office Manager in the Dornsife Academic Support Hub. The largest and oldest of the USC schools, USC Dornsife functions as the academic core of the university, offering courses and advancing knowledge across the humanities, social sciences and natural sciences.

Based on a divisional framework, the Academic Services Hubs will provide staff support to approximately 35 departments across Dornsife. Each hub will serve one division and the number of departments per division varies. The mission of the Dornsife Academic Services Hub is to provide optimal, localized support to academic departments by providing specialized services that foster the academic, instructional, and research-driven engagement of faculty, staff and students in the Dornsife community.

Position Summary

The Office Manager provides comprehensive administrative and operational support to the Life Sciences Hub and its supporting departments. The position oversees daily operations, supervises administrative staff, coordinates financial and procurement activities, supports facilities and academic programs, and serves as a key liaison among faculty, staff, students, University offices, vendors, and other stakeholders.

Responsibilities

Office Operations and Staff Management

• Establish and maintain office standards, procedures, and administrative processes; oversee daily operations, scheduling, communications, and service delivery across multiple academic units.
• Recruit, screen, hire, onboard, train, and directly supervise administrative support staff; provide ongoing guidance, performance feedback, and professional development.
• Develop training materials and coordinate training for new and existing staff.
• Develop and implement departmental policies and procedures and ensure compliance with applicable department, school, and University policies.

Budget, Finance, and Procurement

• Assist with planning, monitoring, and management of departmental and hub financial resources, including monthly budget reporting and expenditure monitoring.
• Process and reconcile reimbursements and expenses for travel, meals, catering, events, supplies, and other departmental activities.
• Prepare honorarium, Internal Service Delivery (ISD), purchase order, and supplier invoice requests; coordinate guest travel and reimbursements.
• Coordinate procurement of research, instructional laboratory, office, and departmental equipment and supplies, including supplier and vendor management.
• Support event budget planning and fiscal priorities, including ongoing and emergent departmental needs.

Facilities and Business Continuity

• Liaise with Facilities Planning, Design and Operations and other University offices regarding facilities-related requests, space allocation and management, and building and individual office access.
• Develop, maintain, and coordinate business continuity plans for supported units and follow facilities-related requests through resolution.

Academic Programs, Events, and Communications

• Provide administrative support for academic programs, departmental events, and commencement activities, including event logistics, budgeting, and financial reconciliation.
• Coordinate departmental communications, including newsletters, announcements, and departmental updates.
• Facilitate effective communication among faculty, staff, students, and University stakeholders.

Student Support

• Coordinate administrative processes related to student stipends and other student-support activities and provide responsive administrative assistance to students and departmental personnel.

Performs other related duties as assigned or requested. The University reserves the right to add or change duties at any time.

Preferred Qualifications

• Experience working in higher education, preferably within an academic department, college, or university administrative environment.
• Experience supporting multiple departments, programs, or organizational units.
• Experience with budget administration, purchasing, reimbursements, financial transactions, facilities coordination, or vendor management.
• Experience hiring, supervising, training, and developing administrative staff.
• Excellent written and verbal communication skills with the ability to effectively interact with faculty, staff, students, vendors, and University administrators.
• Demonstrated ability to manage multiple competing priorities and deadlines in a complex environment.
• Strong organizational, problem-solving, time-management, judgment, and customer service skills, with the ability to work independently and collaboratively.

Salary range:

The annual base salary range for this position is $85,782 - $94,060. 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 alignment, federal, state and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

Work Arrangement: This is a 100% full-time, on-site/on-campus position

Required Documents and Additional Information:

• Resume and cover letter required (may be uploaded as one file). Please do not submit your application without these documents.
• Job openings are posted for a minimum of (5) five business days. This job may be removed from posting boards
• USC has excellent benefits, including health benefits for staff and their family with access to the renowned university medical network; eligibility for retirement plans with employer contributions after six months of employment; tuition benefits for staff and their family; free Professional Development classes; central Los Angeles location with easy access to commuter trains, buses and free tram pick up services; discounts to sporting and other campus events.

Minimum Education: Bachelor's degree, Combined experience/education as substitute for minimum education
Minimum Experience: 3 years
Minimum Field of Expertise: Office management combined with experience in budget administration.

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 the Background Screening Policy Appendix D for 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 [email protected]. Inquiries will be treated as confidential to the extent permitted by law.

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