Gift Services Administrative Assistant
University Advancement is seeking a Gift Services Administrative Assistant to join its team. Reporting to the Assistant Vice President (AVP), Gift and Data Services, the incumbent will provide high-level administrative support to the AVP, Gift and Data Services, as well as the rest of the Gift Services, Talent Development and Information Technology teams, as necessary. We are looking for a highly motivated and detail-oriented team player. The right candidate will be able to juggle a variety of tasks and have excellent customer service skills.
The ideal candidate will be highly motivated to thrive in a dynamic, fast-paced environment, and has proven experience meeting deadlines and goals independently. They should have the ability to build productive relationships, high attention to detail, and excellent written and verbal communication skills. Experience operating in higher education is a plus.
This is a hybrid position under our current work arrangement plan, with the expectation of on-site presence in our downtown Los Angeles office (USC Tower). Location is subject to change and may include University Park Campus (main campus) in the future.
University Advancement is committed to non-discrimination and equal opportunity for all, where all advancement staff and our stakeholders have the opportunity to connect, belong, and grow while supporting the University of Southern California's mission, values, and goals.
Responsibilities
Provide high-level administrative support to the AVP for Gift and Data Services, including complex calendar management, travel coordination, expense processing, and daily task oversight. Offer additional support to directors in Gift Services, Talent Development, and IT Data Integrity as needed.
Oversee the gift receipting process from start to finish, ensuring accuracy in data files and seamless coordination with Gift Services and Stewardship teams.
Keep operations organized and efficient by managing calendars, preparing presentations, planning meetings, and generating database reports to support departmental priorities.
Optimize processes and maintain accuracy by managing data, streamlining systems, and ensuring timely processing of purchases and invoices.
Be a key connector by maintaining regular communication with campus leaders, administrators, and external partners while managing special projects that make an impact.
Serve as a go-to resource for departmental and university procedures, helping resolve moderate to complex issues with confidence and clarity.
Facilitate collaboration by ensuring effective communication and information flow between university offices and internal teams.
Create polished deliverables by drafting and producing business correspondence, reports, confidential documents, and forms with accuracy and professionalism.
Bring events to life by supporting team meetings, donor gatherings, and retreats; coordinate logistics such as venues, catering, and vendor arrangements.
Turn data into insights through research, compiling and analyzing information for reports, recommending formats that best showcase findings.
Keep communication organized by screening and prioritizing calls and emails, responding promptly to inquiries, and directing requests appropriately.
Performs other related duties as assigned.
Minimum Qualifications
Bachelor's degree.
3 years of related administrative assistant experience supporting leadership.
Combined experience/education as substitute for minimum education
Keen organizational skills with strong attention to detail.
Ability to review documents for accuracy and completion.
Ability to effectively handle multiple and overlapping tasks to ensure timely completion within established timelines.
Demonstrated positive communication and interpersonal skills. Position requires regular interaction with interdepartmental staff, faculty members, and outside collaborators.
Proficient in technology tools including Microsoft Word, Excel, Outlook, PowerPoint, Adobe, and internet research, with the ability to learn and navigate CRM systems (such as donor or fundraising databases) to support gift processing and data integrity. Ability to maintain confidentiality and handle sensitive information with discretion.
Strong problem solving and analytical skills.
Preferred Qualifications
Previous high-level administrative assistance experience.
At least 4 years of related administrative assistant experience supporting leadership.
Experience working in higher education.
In addition, the successful candidate must also demonstrate, through ideas, words and actions, a strong commitment to USC's Unifying Values (https://culturejourney.usc.edu/explore/unifying-values/) of integrity, excellence, community, well-being, open communication, and accountability.
Required Documents
Resume and cover letter required (may be uploaded as one file). Please do not submit your application without these documents.
Compensation and Benefits
The budgeted salary range for this position is $26.59 - $28 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 alignment, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.
To support faculty and staff well-being, USC provides benefits-eligible employees with a broad range of benefits and perks to help protect their and their dependents' health, wealth, and future. These benefits are available as part of the overall compensation and total rewards package. You can learn more about USC's comprehensive benefits here. (https://employees.usc.edu/benefits-perks/)
Minimum Education: Bachelor's degree Additional Education Requirements Combined experience/education as substitute for minimum education Minimum Experience: 3 years Minimum Skills: Secretarial or specialized clerical and administrative experience. Preferred Education: Bachelor's degree Preferred Experience: 4 years
