The University of Southern California (USC), founded in 1880 and located in the heart of downtown L.A., 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," which is comprised of the faculty, students and staff that make the university what it is.
USC's School of Cinematic Arts – Peter Stark Producing Program is seeking a Program Assistant to join its team.
The Peter Stark Program is a graduate program for aspiring film and television creative producers. We are looking for someone to provide administrative support to the Chair of the Program and help the program with administrative tasks such as responding to calls and inquiries (including from applicants), composition and editing of documents and correspondence, office management, and other projects.
This is a small but busy academic unit which interfaces with the entertainment industry as much as with the university, so the ideal candidate is professional, efficient and organized, very proficient on computers and software, personable and patient, good at being part of a team and showing ingenuity. Our main task is to provide a great experience for the students, applicants, and industry professionals who aid the program. This position will help us provide a responsive, helpful service to all stakeholders.
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Qualifications:The ideal applicant for the position would have knowledge of and interest in film/tv and the entertainment industry. Demonstrated skills and interest in academic administration would be helpful but is not necessary.
Job Responsibilities:
The responsibilities for the position include providing administrative and program support for a busy academic division. These support functions include but are not limited to:
- Manages the day-to-day activities of an academic main office including scheduling, approving timesheets, and performing ongoing hiring and training as needed.
- Coordinates room scheduling for courses and assisting students, faculty and staff with administrative tasks related to course management (book orders, copy facility orders, and course literature).
- Represents division in school-wide staff meetings and relays information to division faculty and staff as needed. Also, serves as a liaison to other divisions and units in regard to facilities management and other departmental needs.
- Responds to inquiries from faculty, staff, students and prospective students about the program, policies, and other related areas.
- Accesses, extracts and organizes admissions data and corresponds with potential students about missing materials.
- Arranges parking, directions, and refreshments for high-profile faculty, guests and alumni.
- Assists in event planning and execution.
- Assembles and maintains documents and databases including syllabi, training manuals, forms and workflows.
- Performs data entry and data gathering on various university systems (Microsoft Suite, Blackboard, and Web-based system such as Workday as well as non-web systems like SIS).
- Maintains office equipment and spending. An understanding of budgeting and receipt reconciliation is desired.
- Participates in school and university events such as commencement as well as recruitment activities. Assists with public relations at these events and in the main office.
- Occasional evening and/or weekend hours required for faculty meetings or events.
Successful candidates will have excellent communication and organizational skills, administrative and event planning experience, as well as a genuine interest in working with students, staff and faculty involved in media studies and practice. The ideal candidate must have the ability to work in a fast-paced and team-oriented environment. It is critical to have flexibility in the face of changing priorities and fluctuating workloads.
Minimum Education: Bachelor’s Degree
Combined experience/education as substitute for minimum education
Minimum Experience: 0-6 months
Minimum Field of Expertise:
Excellent interpersonal, oral, and written communication skills for interacting with both domestic and international stakeholders. Demonstrated attention to detail. Proven ability to plan, implement, and coordinate program logistics. Demonstrated database/data entry experience. Proven project management and problem-solving skills, able to handle multiple timelines, changing priorities, and fluctuating workloads.
Preferred Education: Bachelor’s Degree
Preferred Experience: 1 year
Preferred Field of Expertise: One year of experience in higher education or customer service or as an administrative assistant.
Supervises: Level:
May oversee student and/or temporary workers.
The hourly rate range for this position is $26.92 - $27.57. 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.
The University of Southern California values diversity and is committed to equal opportunity in employment.
“The University of Southern California is an Equal Opportunity Employer that Values Diversity.”
Minimum Education: Bachelor's degree. Combined experience/education as substitute for minimum education. Minimum Experience: 0-6 months Minimum Field of Expertise: Excellent interpersonal, oral, and written communication skills for interacting with both domestic and international stakeholders. Demonstrated attention to detail. Proven ability to plan, implement, and coordinate program logistics. Demonstrated database/data entry experience. Proven project management and problem solving skills, able to handle multiple timelines, changing priorities, and fluctuating workloads.
