Office Manager

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…