Executive Secretary Job at University of Southern California in Los Angeles

USC's Department of Neurological Surgery is now recruiting for an Executive Secretary to join its team. The successful candidate will be responsible for maintaining day-to-day business operational processes and systems that support the Chair and the Department of Neurological Surgery. We are seeking a highly communicative and detail-oriented individual who can work effectively both independently and with our team, and acts as a liaison between executives, physicians, and administrative personnel facilitating communication exchange. The selected candidate will assist with physician calendar management, meeting scheduling and coordination, marketing, data collection, and correspondence management.

Responsibilities include:

• Coordinates day-to-day administrative matters at the direction of the Chair. Provides direction and guidance to assigned staff and student workers. Schedules work, establishes priorities and ensures deadlines are met. Establishes and maintains office and recordkeeping systems and procedures.
• Provides general office support which may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, processing expense reports, and maintaining electronic and hard copy filing systems.
• Maintains Chair's calendar and accepts or declines commitments, both local and out-of-area, on his behalf. Reschedules existing appointments as deemed appropriate. Makes travel arrangements as needed.
• Prepares official academic and business correspondence ensuring acceptable pre-established formats are followed. Takes and transcribes dictation of a highly confidential nature. Takes minutes of meetings as needed.
• Provides a high level of administrative support to the chair including schedule management, coordinating meetings with key stakeholders and making schedule changes, often making independent decisions regarding competing interests that must be quickly and thoughtfully prioritized.
• Demonstrated ability to handle multiple projects simultaneously in a fast-paced environment with little direct supervision. Ability to set priorities and organize time to see projects through successful completion and ensure projects are not lost or forgotten as new needs emerge.
• Schedules and coordinates various departmental and cross-functional meetings, ensures that calendars are aligned when required, distributes meeting materials in advance of meetings as appropriate.
• Effectively coordinates high volume of travel domestically and internationally with complicated itineraries and meetings. This includes air and ground transportation, hotel reservations, out of town dining, and car rentals, prepare itineraries and identify cost-efficient travel options. Contact meeting participants to confirm agendas, locations, and all details, as well as completion of expense reports.
• Assists in maintaining faculty 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.
• Interacts with university offices on behalf of the Chair to facilitate communications and critical information exchange. Handles all assigned communication and correspondence including sensitive and confidential matters. Represents supervisor through telephone and personal contacts, as needed. Create, route & process written and verbal correspondence while exercising a high degree of discretion and confidentiality.
• Ensure urgent and priority correspondence and matters are communicated in a timely and effective manner to the Chair and management team.
• Participate as part of a team in planning, coordinating and executing events such as: medical symposia, national meetings/conferences, departmental events, etc.

Hourly Range

The hourly range for this position is $32.42 - $40.00 per hour. 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 Experience: 3 years
Minimum Field of Expertise: Executive secretarial experience

USC is a smoke-free environment

USC is an equal opportunity, affirmative action 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 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 uschr@usc.edu. Inquiries will be treated as confidential to the extent permitted by law.

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