Administrative Assistant

The USC School of Cinematic Arts

Key Responsibilities

Executive & Administrative Support

• Provide high-level executive support to the Assistant Dean of Industry Relations, including managing a complex calendar, coordinating travel, and organizing meetings with internal leadership, staff, and faculty.
• Serve as the primary point of contact for the Assistant Dean’s office, facilitating communication between departments, faculty, alumni, and industry partners.
• Departmental Operations & Budget Management
• Oversee day-to-day administrative operations within Industry Relations, ensuring office efficiency and coordination across staff and student teams.
• Hire, schedule, train, and supervise 10+ student workers; manage workload distribution and provide mentorship and oversight.
• Serve as a liaison to key SCA and USC departments including Operations & Facilities, Technical Support, Business Services, and Student Services.
• Manage and reconcile five departmental budgets, including unrestricted program and gift funds.
• Prepare annual budget proposals and assist in long-term planning.
• Review staff expenditure requests and monitor spending across accounts.
• Run and maintain detailed Excel spreadsheets and financial tracking systems.
• Submit and manage financial documentation such as purchase orders, travel reimbursements, and internal transfers via platforms like Workday, and Concur.
• Confidently coordinate and lead budget meetings within the department, clearly presenting budget data, standing firm on budget limits, and addressing spending concerns directly and diplomatically.

Event & Guest Coordination

• Plan and execute department-led events, including industry panels, mixers, screenings, and student workshops.
• Coordinate all logistics for high-profile VIP guests, ensuring seamless experiences and upholding professional standards of discretion and hospitality.
• Maintain confidentiality and professionalism when supporting events involving external partners, faculty, and students.

Policy, Workflow & Office Management

• Assist in developing and implementing departmental policies and workflows to ensure consistent operations.
• Maintain digital and physical file systems; monitor inventory and anticipate supply and equipment needs.
• Coordinate repairs and upgrades to office technology and systems in collaboration with facilities and IT teams.
• Represent the department in SCA-wide staff meetings and cross-unit collaborations.

Required Qualifications

• Bachelor’s degree required; background in Film/TV, Communications, Business, or a related field preferred.
• Minimum 2 years of full-time administrative experience, ideally in a university or entertainment industry setting.
• Strong proficiency in Microsoft Excel (formulas, pivot tables, budget tracking).
• Proficiency with Microsoft Office Suite and USC platforms including Workday, Concur, and Outlook.
• Excellent verbal and written communication skills; able to communicate effectively across teams and roles.
• Demonstrated ability to manage multiple time-sensitive tasks in a high-volume, deadline-driven environment.
• Ability to maintain discretion while handling sensitive data involving students, budgets, and high-profile external contacts.
• Experience supervising and mentoring student workers.

Preferred Qualifications

• Familiarity with USC and SCA organizational structures, policies, and systems.
• Knowledge of the entertainment industry or interest in supporting students entering creative fields.
• Experience in event planning, project coordination, and logistics support.
• Proven ability to lead meetings and guide teams with clarity, confidence, and professional presence.