Administrative Operations Analyst

Under the direction of Manager, IT Administrative Operations, the Administrative Analyst, will perform administrative and executive coordination activities for management of Information Services, Keck Medicine of USC. These duties will include calendar and other core office functions, as well as management of sensitive human resource and financial documentation. The role also calls for basic to intermediate analytical skills in the domains of electronic health record and practice management system audits. Incumbent will assist in the preparation of baseline and quarterly data for institutional dashboards. Incumbent will also manage Information Technology Oversight Board activity to include but not limited to, documentation, and action item. Incumbent will also monitor the invoicing of external departments for Information Technology services as well track central IT administration budget expenses. Incumbent will participate and coordinate IT administrative policies and procedures, and track compliance with same among all IT staff.

• Act as the liaison between staffing agency and department hiring manager.
• Review agency's contract for terms and condition, including ensuring fees are appropriate and negotiate as needed.
• Provide assistance by analyzing budget variances and data on cause of variances related staffing.
• Review candidates' resume and work with hiring manager to determine next step.
• Manages outgoing communications to candidates regarding key onboarding and staffing tasks.
• Provides detailed onboarding- and off boarding-related personnel data upon request.
• Schedules, coordinates, and prepares for each department meetings and other recurring or ad-hoc meetings. Responsibilities include agenda preparation, room set up, and general logistics to ensure a smooth participation experience.
• Manage various project activities; project planning, coordination, and communication.
• Coordinate Information Technology Oversight board meetings, including minutes, scheduling.
• Track and report budgetary expenses in the core IT administration cost center with timely reporting to the Senior Budget analyst of IT
• Responsible for coordinating schedule, including arranging meetings and appointments for Chief Information Officer, Chief Technology Officer, and other Administrative Representative(s) as assigned.
• Responsible for functioning as liaison between Administrative Team, Administrative Support Staff and Human Resources, interpreting policy and procedures and assisting in problem identification and resolution.
• Responsible for providing research and administrative support to special projects, preparing data and follow-up projects as directed.
• Responsible for coordination and confirmation of travel arrangements, including lodging and airline and/or automobile reservations, preparation of travel authorization forms and expense reports as directed.
• Responsible for using sound judgment when complications arise outside the scope of authority, such as the need for deadline augmentation, and bringing these to the attention of the appropriate Administrative Representative(s) in a timely manner.
• Responsible for maintaining security of information: e.g. patient medical records, hospital financial information, salary, staff and legal information in a confidential nature.
• Responsible for processing calls from patients, their families and the general public by assessing the urgency of the situation and suggesting appropriate referrals or informing the appropriate Administrative Representative(s)when the situation warrants his/her attention.
• Responsible for performing other duties as directed by Chief Information Officer, Chief Technology Officer, and Administrative Representatives.
• Responsible for the ordering of supplies for the Administrative Suite as well as the maintenance of office machines.
• Performs other duties as assigned.

Required Qualifications:

• Req High school or equivalent.
• Req Must be able to work in a fast-paced environment.
• Req Facility in core office workflow applications.
• Req Demonstrates excellent verbal and written communication skills.
• Req Strong organization skills.
• Req Computer literacy in word processing, spreadsheets, etc.

Preferred Qualifications:

• Pref Bachelor's degree In related field.
• Pref 1 year 1 to 3 years' previous administrative experience.
• Pref Understanding of both information technology and healthcare environments.

Required Licenses/Certifications:

• Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only).

The hourly rate range for this position is $29.00 - $45.20. 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.

USC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy. USC observes affirmative action obligations consistent with state and federal law. USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations, including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance, and with due consideration for patient and student safety. Please refer to theBackground Screening Policy Appendix Dfor specific employment screen implications for the position for which you are applying. 

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at (213) 821-8100, or by email at [email protected]. Inquiries will be treated as confidential to the extent permitted by law.

• Notice of Non-discrimination
• Employment Equity
• Read USC’s Clery Act Annual Security Report
• USC is a smoke-free environment
• Digital Accessibility

If you are a current USC employee, please apply to this  USC job posting in Workday by copying and pasting this link into your browser:

https://wd5.myworkday.com/usc/d/inst/1$9925/9925$133524.htmld