Academic Projects & Events Coordinator

University of Southern California; Los Angeles (CA); On-site; USD 40,000 - 43,000; Full time

Job summary

University of Southern California Annenberg seeks a Project Specialist to support the Director’s Office in planning, coordinating, and delivering research, academic, and administrative projects. The role requires handling multiple assignments, coordinating events, monitoring budgets, and collaborating with departments across USC.

You will assist with program scheduling, communications, records, meetings, and special initiatives, while supervising student workers and maintaining compliant project

Qualifications

• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational and project management skills.
• Experience developing, documenting, and maintaining standard operating procedures and administrative workflows.
• Ability to work collaboratively as part of a team while also exercising sound judgment and initiative independently.
• Demonstrated ability to manage multiple projects of varying complexity simultaneously with attention to detail.
• Flexibility and adaptability in a dynamic environment with evolving priorities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong research, analytical, and problem-solving skills.

Responsibilities

• Assist planning, implementation and evaluation of research, academic and administrative projects.
• Develop and maintain project plans, timelines, task lists, records and other documentation.
• Coordinate activities, meetings, communications and deliverables involving internal and external stakeholders.
• Track milestones, deadlines and outstanding action items and follow up with responsible parties.
• Conduct research, gather and analyze information, and prepare summaries, reports, presentations and recommendations.
• Identify administrative or operational issues and work with stakeholders to resolve.
• Maintain organized and accurate project files in accordance with university requirements.
• Designs, coordinates and delivers meetings, programs, conferences, receptions and other events.
• Develops event plans, production schedules, budgets and logistical requirements.
• Coordinate venues, catering, audiovisual services, invitations, registration, transportation, accommodations and other event needs.
• Serve as a liaison among university departments, schools, speakers, guests, vendors, donors and other external stakeholders.
• Provide on-site event coordination and resolve logistical issues as they arise.
• Evaluate completed events, reconcile expenses and document outcomes and opportunities for improvement.
• Develops, monitors and reconciles project, program and event budgets.
• Review expenditures, invoices, reimbursements and supporting documentation for accuracy and compliance with university policies.
• Track financial activity and prepare periodic budget reports, projections and reconciliations.
• Coordinate purchasing and payment processes with relevant university offices.
• Monitor the delivery of contracted goods and services to ensure that schedules, specifications and other contract terms are satisfied.
• Communicate with vendors and internal stakeholders to address discrepancies, delays or service concerns.
• Provides administrative and project support to the academic program manager.
• Assist with program scheduling, communications, records, meetings, events and special initiatives.
• Respond to routine inquiries and connects students, faculty, staff and external partners with appropriate resources.
• Supports the preparation and distribution of program materials, reports and presentations.
• Helps coordinate academic program activities across relevant departments and university offices.
• Supports the daily administrative and operational needs of the Director’s Office.
• Coordinates calendars, meetings, correspondence and briefing materials as assigned.
• Drafts and edits professional communications, agendas, minutes, reports and presentations.
• Handles sensitive and confidential information with discretion.
• Coordinates and supervises student workers.
• Provides guidance on procedures, priorities, deadlines and quality standards.
• Establishes and maintains effective working relationships with faculty, staff, students, university leadership and external stakeholders.
• Performs other related duties as assigned.

Skills

Communication

Organization

SOP development

Team collaboration

Multitasking

Microsoft Office

Research & analysis

Education

Bachelor’s Degree

Combined experience/education

Tools

Microsoft Office

Job description

University of Southern California Annenberg seeks a Project Specialist to support the Director’s Office in planning, coordinating, and delivering research, academic, and administrative projects. The role requires handling multiple assignments, coordinating events, monitoring budgets, and collaborating with departments across USC.

You will assist with program scheduling, communications, records, meetings, and special initiatives, while supervising student workers and maintaining compliant project