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Executive SecretaryApply (https://usc.wd5.myworkdayjobs.com/ExternalUSCCareers/job/Los-Angeles-CA---Health-Sciences-Campus/Executive-Secretary_REQ20116967-1/apply) Keck School of Medicine Los Angeles, California

Executive Secretary

Keck School of Medicine

Los Angeles, California

The Eli and Edythe Broad Center for Regenerative Medicine and Stem Cell Research at USC and the Department of Stem Cell Biology and Regenerative Medicine is in search of an Executive Secretary to perform advanced secretarial duties and provide support to the Director/Department Chair.

The mission of the Eli and Edythe Broad Center for Regenerative Medicine and Stem Cell Research at USC and the Department of Stem Cell Biology and Regenerative Medicine is to discover the cellular mechanisms that establish and renew the body’s organ systems and to apply these discoveries to treating disease. We build and share an understanding of stem cells and regenerative medicine through research, collaboration, and education.

The department comprises 13 primary and 12 secondary faculty, approximately 50 staff, 20 postdocs, 60 student employees, and 40+ enrolled masters students and 40+ PhD students that are highly engaged in department and center efforts. Department and center research addresses many body systems, including skeletal, lung, gut, kidney, and CNS and sensory systems. This research utilizes animal and stem cell models and embraces a broad range of approaches in cell and molecular biology, genetics, imaging, tissue engineering, and synthetic biology. In addition, the department and center serve as the hub for a cross-University initiative – USC Stem Cell – that connects researchers, educators and policy leaders to the regenerative medicine mission.

Essential duties and responsibilities:

  • Manages, directs, and coordinates the office of theInstitute Director/Department Chair and makes day-to-day administrative and operational decisions on his/her behalf. Schedules work, establishes priorities and ensures deadlines are met. Controls access to director/chairand filters distractions. Manages communications by prioritizing incoming requests, responds to requests or brings to theattention ofthe director/chair. Monitors future commitments andensures director/chair remains on track with meeting preparation. Provides direction and guidance to staff and students as needed. Establishes and maintains office and recordkeeping systems and procedures.

  • Reviews and prioritizes all incoming correspondence. Determines actions required and follows

  • Maintains director/chair’s calendar through extensive planning, forethought and organization. Schedules and reschedules meetings, accepts or declines commitments on director/chair’s behalf, organizes calendar for effective time management of director/chair to meet workload priorities.

  • Prepares and edits official documents/correspondence to ensure accuracy. Reviews and edits all correspondence originating from the institute director/department chair including grant proposals, manuscripts, letters of support for grant applications, etc. Coordinates completion of annual reports, keeps staff on track to meet deadlines, assembles information, finalizes and submits reports. Ensures University formats are followed.

  • Manages, oversees, and optimizes demanding travel schedule including calendaring, booking, and coordinating director/chair's travel. Works with outside institutions to schedule travel to invited lectures, conferences, meetings, etc. Requires remote decision making to keep projects on track. Gathers and submits necessary documentation for travel reimbursement.

  • Facilitates communication between director/chair and faculty, as well as other direct reporting staff.Assesses and prioritizes the urgency of situations and determines appropriate action.

  • Coordinates schedule for director/chair lab meetings, books conference rooms for lab members, schedules meetings for lab members with director/chair, plans and organizes lab recruitment visits, tracks lab volunteers and undergraduates, ensures lab website personnel section up to date. Handles miscellaneous requests for lab.

  • Plans, manages, and coordinates special events including symposiums, project group meetings, faculty dinners, JF recruitment events, lab retreats, lab luncheons. Develops budgets and tracks costs for events.

  • Responds to special requests from other University offices and departments including the Provost and Dean's offices, as well as requests from other department chairs. Responds to inquiries from external callers. Monitors status of pending items within Center and follows-up as needed. Acts as organizational cement within institute and in relations with other campus offices and departments.

  • Schedules monthly faculty meetings, takes meeting Minutes, assists in merit review process, coordinates faculty mentoring committee meetings, handles other special faculty-related requests as needed.

  • Completes the tenure dossier process for mid-tenure and tenure reviews. Coordinates external reviewer outreach, gathers information, assembles packages for tenure and mid-probationary reviews, meets submission deadlines, and liaisons with faculty affairs through completion.

  • Manages department annual faculty recruitment. Liaises with candidates to ensure completion of application packages. Coordinates search committee meetings. Organizes recruitment symposium including candidate itineraries. Processes candidate travel reimbursements . Completes University recruitment requirements in the Faculty Affairs Management site.

  • Coordinates weekly seminar series schedule. Assembles faculty speaker nominations, sends invitations to potential speakers, coordinates speaker schedules with faculty hosts, and finalizes series’ speaker schedule.

Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.

What We Offer

USC offers a competitive salary commensurate with experience in a similar position. USC has excellent benefits, including health benefits for staff members & their families with access to the renowned university medical network; eligibility for retirement plans; tuition benefits for staff members & their families; free professional development online courses; Los Angeles location with easy access to commuter trains, buses & free tram services; discounts to football, basketball & other campus events; and more. To view more information, please visit: https://employees.usc.edu/benefits-perks/

As an equal opportunity employer, USC values and promotes diversity, equity, and inclusion in the workplace. The work culture thrives on mutual respect, trust, and synergy among all team members.

Performs advanced secretarial duties for a dean or officer of the University (executive). Handles day-to-day administrative matters to conserve executive's time.

REQ20116967 Posted Date: 05/11/2022

Job ID: 8450746287807987042



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