Front Office Coordinator Job Vacancy in USC Los Angeles, CA – Latest Jobs in Los Angeles, CA – updated today
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Company Name : USC
Location : Los Angeles, CA
Position : Front Office Coordinator
Job Description : Front Office Coordinator
USC Marshall School of Business
DEPARTMENT: Office of the Dean
The USC Marshall School of Business is seeking to recruit a dynamic Front Office Coordinator to support the daily operations in the Office of the Dean. The Front Office Coordinator will provide administrative and calendar support to the Chief of Staff and serve as a back-up for the Executive Assistant on duties related to the Dean’s calendar.
Reporting to the Executive Assistant, this position will provide a range of services within the Dean’s Office, including acting as receptionist to greet visitors, scheduling and coordinating meetings and planning events, answering telephones, making travel arrangements, collecting travel receipts, producing expense reports, and facilitating travel reimbursements, among other tasks/duties. The Front Office Coordinator will work closely with the Dean’s Office staff and interact regularly with other Marshall academic and administrative units. This position is part of a team that supports a wide array of stakeholders and provides a broad range of administrative and project functions that may vary in complexity.
Responsibilities and Duties
First point of contact for visitors to the Dean’s Suite
Answer and filter all phone calls for the Dean’s office main line
Handle and process all office mail: USPS, FedEx, UPS etc
Establish supply ordering process and procedure
Maintain office supplies’ inventory
Create IT tickets for any AV support needs
Assists in maintaining office equipment and purchases
Make and confirm restaurant and parking reservations for on and off-campus meetings
Orders office and kitchen/pantry supplies
Order business cards, name badges and stationery
Maintain office expense tracking
Reconcile accounts and office pro-cards/travel cards
Prepare and submit monthly expense report for travel and pro-cards
Calendaring and administrative duties: Assist the Chief of Staff and serves as a back up to the Executive Assistant for the Dean’s calendar and meeting preparation.
Events duties: Assists the Senior Events Coordinator in event preparation and staffing
Other duties as assigned
Preferred Qualifications
Excellent written and oral communication and organizational skills
Proficient with Microsoft Office applications (Word, Excel, Outlook, PowerPoint), Zoom, Adobe Acrobat, Dropbox and DocuSign
Maintains confidentiality and discretion in all communications; conducts daily activities with utmost professionalism
Must be able to multitask and prioritize responsibilities for immediate and long-term objectives
Demonstrates attention to detail with precision required in all written communications
Able to quickly find accurate information from university and outside sources
Working knowledge of Workday Financial System, Concur, SharePoint, Salesforce Marketing Cloud, and other university systems is ideal
Event staffing experience is preferred
Bachelor’s Degree or combined experience/education as substitute for minimum education
Three+ years of experience in a higher education setting is ideal
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 seven calendar days. This job may be removed from posting boards and filled any time after the minimum posting period has ended, so please apply on the same business day if interested.
USC is requiring all students, faculty and staff to submit proof of COVID-19 vaccination and flu vaccination in order to access campus facilities for the fall semester. There is exemption process available for medical and religious reasons. Your safety is our top priority.
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*; 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.
The University of Southern California is an Equal Opportunity Employer that Values Diversity.University employer contributions may be subject to change due to financial impact of COVID-19
Why join the USC Marshall School of Business?
The USC Marshall School of Business is ideally positioned to address the challenges of a rapidly changing business environment and is ranked as one of the country’s top schools for accounting, finance, marketing, consulting, entrepreneurship and international business studies.
USC Marshall builds on the unique opportunities that stem from its Los Angeles location on the Pacific Rim, its interdisciplinary and impactful research, the momentum generated by the University of Southern California, and the unparalleled engagement of the Trojan Alumni Family. With ready access to industries defining the new business frontier, including bio-technology, life sciences, media, entertainment, communications and healthcare, this vast network offers USC Marshall graduates exceptionally strong support for success in the global marketplace.
For more information on the USC Marshall School of Business, visit: www.marshall.usc.edu.
Minimum Education: Associate’s degree, Combined experience/education as substitute for minimum education Minimum Experience: 2 years Minimum Field of Expertise: Secretarial or specialized clerical, including some administrative experience.
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