Executive Administrative Manager, Academic and Faculty Affairs

About USC

The University of Southern California is one of the world's leading private research universities. An anchor institution in Los Angeles, a global center for arts, technology and international business, USC's diverse curricular offerings provide extensive opportunities for interdisciplinary study and collaboration with leading researchers in highly advanced learning environments.

About The Office of the Vice Provost for Academic and Faculty Affairs

The Office of the Vice Provost for Academic and Faculty Affairs (VPAFA) directly supports the university's ongoing growth in academic excellence and distinction through service of faculty, deans, and academic departments, and encourages the wellbeing of each individual in the academic community. The Office of the Vice Provost for Academic and Faculty Affairs develops and implements policies and procedures to support faculty and faculty leadership.

About the Opportunity

The Executive Administrative Manager, Academic and Faculty Affairs, provides high-level, confidential administrative and strategic support to the Vice Provost for Academic and Faculty Affairs and serves as a trusted administrator in the day-to-day operations of the Office of the Vice Provost. This role manages complex executive scheduling, oversees sensitive faculty-related communications, supports misconduct and compliance review processes, and coordinates and communicates decision-making workflows across USC's schools and central offices.

The Executive Administrative Manager exercises independent judgment, prioritizes competing institutional demands, and ensures that faculty affairs matters are handled with accuracy, discretion, and timeliness.

The position reports to the Senior Associate Vice Provost for Academic and Faculty Affairs.

To be considered for this opportunity, please submit a cover letter with your resume/CV.

Responsibilities

Executive & Strategic Calendar Management

• Manage and strategically prioritize the Vice Provost's calendar, balancing academic deadlines, faculty matters, leadership meetings, travel, and institutional commitments.
• Anticipate scheduling conflicts and proactively resolve issues to protect executive time and ensure preparedness for decision-making.
• Coordinate high-level meetings with the provost, deans, faculty leadership, and other senior administrators.
• Prepare agendas, briefing materials, background summaries, and follow-up documentation to support executive review and approvals.
  

Senior Communications & Faculty Affairs Liaison

• Serve as a primary point of contact for faculty affairs communications across USC schools, departments, and central offices.
• Draft, review, and route correspondence, memos and policies on behalf of the Vice Provost and Faculty Affairs leadership, including sensitive and time-critical communications.
• Ensure inquiries and requests are acknowledged, tracked, and resolved appropriately, escalating complex or urgent matters as needed.
• Maintain professionalism and consistency in messaging while exercising discretion in handling confidential matters.
  

Misconduct, Compliance & Sensitive Case Support

• Support the coordination of faculty misconduct checks and related compliance processes, including intake, documentation tracking, and follow-up communications.
• Manage highly sensitive information with discretion, sound judgment, and adherence to institutional protocols.
• Ensure required documentation, reviews, and approvals are completed prior to executive action or escalation.
• Administer the Committee on Professional Responsibility, including scheduling and attending meetings, managing membership, and drafting complex letters on behalf of the committee.
  

Workflow, Timeline Tracking & Process Oversight

• Assist with maintenance of tracking systems for faculty requests, approvals, and outcomes (e.g., appointments, leaves, sabbaticals, special cases).
• Proactively follow up on outstanding actions to prevent delays and ensure timely decision-making.
• Support the development and maintenance of standardized workflows, templates, and reference materials to improve operational efficiency and consistency across Faculty Affairs processes.

Office & Leadership Support

• Provide senior-level administrative support to the Office of the Vice Provost, including coordination of special projects and leadership initiatives across the unit.
• Maintain organized digital records and institutional reference materials.
• Management of digital and physical VPAFA office, including tracking staff schedules and maintaining office supplies.
• Serve as a trusted operational partner, exercising independent judgment in managing priorities and resolving routine issues without direct supervision.

Qualifications:

• Minimum Education: Bachelor's degree
• Minimum Experience: 5 years or combined education/experience as substitute for minimum experience
• Minimum Field of Expertise: Experience in an executive support function reporting directly to a senior leader and supervising administrative operations of a multi-faceted department. Comprehensive understanding of and ability to clearly communicate all aspects of academic and faculty affairs. Organized, resourceful, and detail oriented. Excellent decision-making skills. Expert writing and interpersonal abilities. Ability to maintain confidentiality. Experience with existing USC systems.

The successful candidate must demonstrate, through ideas, words and actions, a strong commitment to USC's Unifying Values.

• Preferred Education: Masters Degree
• Preferred Experience: 7 years or combined education/experience as substitute for minimum experience

The annual base salary range for this position is $100,000-$110,000. When determining an offer, the University of Southern California considers factors such as the scope and responsibilities of the role, the candidate's experience, education, training, key skills, internal peer alignment, applicable laws, contractual requirements, grant funding, and market conditions.

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