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Administrative Assistant II

Information Sciences Institute (ISI), a unit of USC's Viterbi School of Engineering, is a world leader in the research and development of advanced information processing, computing, and communications technologies. ISI has three research campuses: one in Marina Del Rey, CA; one in Arlington, VA; and one in Waltham, MA.
This position is located in Waltham, MA.
ISI seeks an Administrative Assistant II to assist in the daily operations of its Waltham office (currently consisting of 15-20 research staff). Job responsibilities will include both overall administrative support for the office and its staff as well as project-specific support.
Job duties:
Provide proposal writing support (creation of tables, graphics, and Gantt charts given inputs from research staff; gathering of bibliographic information; formatting).
Compile technical reports from multiple contributors (using Microsoft Word), ensuring all formatting is correct and all contributors have completed all required sections.
Coordinate logistical requests of collaborators at other institutions, e.g. requesting and following up on monthly reports or other required contributions.
Proofread reports and proposals for spelling and grammatical errors.
Arrange travel for staff, including managing travel requests, making and changing travel reservations, and preparing and submitting expense reports for reimbursement.
Coordinate logistics for meetings (e.g. internal talks, customer visits, candidate interviews), including scheduling and meals/refreshments.
Assist research staff with recruitment, including managing flow of resumes through internal hiring website.
Oversee office supply inventories and initiate purchase requests and supply orders.
Prepare, submit, and proactively track purchase requests.
Coordinate shipment and delivery of packages and equipment.
Expertise with Microsoft Word and Microsoft PowerPoint is required.
The University of Southern California values diversity and is committed to equal opportunity in employment.
Minimum Education: Bachelor's degree, Combined experience/education as substitute for minimum education
Minimum Experience: 3 years
Minimum Field of Expertise: Secretarial or specialized clerical and administrative experience
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 histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring ordinance. 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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