Administrative Budget Assistant

University of Southern California • Los Angeles, CA • 1h ago

USC's KSOM Department of Stem Cell Biology and Regenerative Medicine is seeking a full-time Administrative Budget Assistant to join its administration team. The Administrative Budget Assistant will provide administrative and financial support for departmental operations, with primary responsibility for purchasing, service contracts, reimbursements, and related business transactions. A key focus of the position will be strengthening administrative operations by organizing processes, streamlining workflows, improving transaction tracking, and identifying practical opportunities to increase efficiency and consistency. The position will work closely with faculty, staff, vendors, and university offices to ensure departmental processes and transactions are completed accurately, timely, and in accordance with university policies and procedures. This is a hybrid position with flexibility to work 2-3 remotely with the remaining days on site.

Other job responsibilities may include:

Purchasing and Vendor Support

Prepares and processes purchase requisitions, department orders, check requests, and other purchasing and business forms for supplies, equipment, and services.

Coordinates purchases with faculty and staff, obtains required documentation and approvals, and follows transactions through completion.

Interfaces with Purchasing, Accounts Payable, external vendors, and internal departments to verify pricing, resolve discrepancies, address invoice issues, and support timely payment.

Monitors vendor transactions and departmental expenditures, reconciles vendor statements and internal records, and researches and resolves discrepancies.

Tracks equipment and other departmental purchases and maintains organized purchasing records and supporting documentation.

Service Contracts

Coordinates the administrative processing of service, maintenance, and vendor contracts, including gathering required information, quotes, scopes of work, and supporting documentation.

Works with vendors and appropriate university offices to initiate, renew, and track service and maintenance agreements and ensure required approvals are obtained.

Maintains contract records and monitors renewal and expiration dates to support continuity of departmental services.

Reimbursements and Financial Transactions

Prepares and processes reimbursements for faculty, staff, students, and approved departmental business expenses in accordance with university policies and procedures.

Reviews reimbursement documentation for completeness and accuracy, follows up on missing information, and tracks submissions through payment.

Assists with travel-related transactions, including travel reimbursements and other approved travel expenses, as needed.

Reconciles internal records to university financial systems, researches transaction issues, and assists with correcting errors or discrepancies.

Administrative Operations and Event Support

Helps standardize routine administrative processes and communicates clear procedures and requirements to departmental faculty and staff.

Provides support for departmental meetings, seminars, and events, including coordinating vendors and services, arranging catering or supplies, preparing materials, and assisting with event logistics.

Assists with scheduling and coordinating meetings and maintains organized records and documentation related to departmental business activities.

The base hourly range for this position is $24.31 - $30.92. 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: Associate's degree, Combined experience/education as substitute for minimum education Minimum Experience: 3 years Minimum Field of Expertise: Secretarial, clerical or administrative experience including some budget, financial or payroll experience.

Similar Jobs

Portfolio Manager I - Private Bank, Marketable Securities Secured

City National Bank • Los Angeles, CA • 59min ago

Finance, Accounting & Banking

PORTFOLIO MANAGER I - Private Bank, Marketable Securities Secured WHAT IS THE OPPORTUNITY? The Portfolio Manager is part of the credit management team focused on the long-term risk-adjusted returns for the bank within th...

59min ago

Go to Apply

Tax Provision Manager - Tax Accounting & Risk Advisory (TARAS) - GCR - various locations

EY • Los Angeles, CA • 1h ago

Finance, Accounting & Banking

Location: Chicago, New York City, Hoboken, Charlotte, Houston, Los Angeles, Denver, San Franicsco, Philadelphia, Washington At EY, we're all in to shape your future with confidence. We'll help you succeed in a globally c...

1h ago

Go to Apply

Tax Provision Senior - Tax Accounting & Risk Advisory (TARAS) - GCR - various locations

EY • Los Angeles, CA • 1h ago

Finance, Accounting & Banking

Location: Chicago, New York City, Hoboken, Charlotte, Houston, Los Angeles, Denver, San Francisco, Philadelphia, Washington At EY, we're all in to shape your future with confidence. We'll help you succeed in a globally c...

1h ago

Go to Apply

Accounts Receivable Specialist

Robert Half • Long Beach, CA • 1h ago

Finance, Accounting & Banking

Description We are looking for an Accounts Receivable Specialist to join a construction-focused organization in Long Beach, California. This Long-term Contract opportunity is ideal for a detail-oriented accounting specia...

1h ago

Go to Apply

Business Banking Relationship Manager 2

U.S. Bank • Brea, CA • 1h ago

Finance, Accounting & Banking

At U.S. Bank, we're on a journey to do our best. Helping the customers and businesses we serve to make better and smarter financial decisions and enabling the communities we support to grow and succeed. We believe it tak...

1h ago

Go to Apply

Workers Compensation Claims Specialist

TEKsystems • Brea, CA • 1h ago

Finance, Accounting & Banking

Description Essential Duties & Responsibilities Performs a combination of duties in accordance with departmental guidelines: Interprets more complex or unusual policy coverages and determines if coverages apply to cl...

1h ago

Go to Apply

Investment Services Manager

City National Bank • Los Angeles, CA • 1h ago

Finance, Accounting & Banking

INVESTMENT SERVICES MANAGER WHAT IS THE OPPORTUNITY? Manage the overall relationship of assigned managed agency accounts. Represent RBC Rochdale in various business activities and maintains contacts with clients, adminis...

1h ago

Go to Apply

Small Business Relationship Banker - Orange, CA

U.S. Bank • Stanton, CA • 1h ago

Finance, Accounting & Banking

1h ago

Go to Apply

Senior Consultant, Industry Solutions, Investment Management

Deloitte • Los Angeles, CA • 3h ago

Finance, Accounting & Banking

What we do Join our AI & Engineering team in transforming technology platforms, driving innovation, and helping make a significant impact on our clients' success. You'll work alongside talented professionals reimagin...

3h ago

Go to Apply

Staff Accountant

Robert Half • Glendale, CA • 5h ago

Finance, Accounting & Banking

Description We are looking for a Staff Accountant to join a finance team, supporting accurate reporting and informed decision-making through detailed financial analysis. This Long-term Contract position is well suited fo...

5h ago

Go to Apply

Subscribe to get new jobs sent directly to you
(no charge, cancel anytime)