Project Specialist

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

To grow your career at USC, consider open positions across our campuses.

Position Description

The Project Specialist provides specialized professional and administrative support to the USC Annenberg Director’s Office. The position supports the director, the academic program manager, and faculty in the planning, coordination and delivery of research, academic and administrative projects.

The Project Specialist manages multiple assignments and priorities, coordinates events and stakeholder engagement, monitors budgets and expenditures, and helps ensure that contracted goods and services are delivered in accordance with established terms. The position works collaboratively with departments and schools across the university, as well as external stakeholders such as vendors, donors and community partners. The Project Specialist may also coordinate and supervise student workers.

Key Responsibilities

Project Coordination and Administration

• Assists with the planning, implementation and evaluation of research, academic and administrative projects.
• Develops and maintains project plans, timelines, task lists, records and other documentation.
• Coordinates project activities, meetings, communications and deliverables involving internal and external stakeholders.
• Tracks milestones, deadlines and outstanding action items and follows up with responsible parties.
• Conducts research, gathers and analyzes information, and prepares summaries, reports, presentations and recommendations.
• Identifies administrative or operational issues and works with appropriate stakeholders to support timely resolution.
• Maintains organized and accurate project files in accordance with university requirements.

Event Planning and Delivery

• Designs, coordinates and delivers meetings, programs, conferences, receptions and other special events sponsored by the Director’s Office.
• Develops event plans, production schedules, budgets and logistical requirements.
• Coordinates venues, catering, audiovisual services, invitations, registration, transportation, accommodations and other event needs.
• Serves as a liaison among university departments, schools, speakers, guests, vendors, donors and other external stakeholders.
• Provides on-site event coordination and resolves logistical issues as they arise.
• Evaluates completed events, reconciles expenses and documents outcomes and opportunities for improvement.

Budget Support

• Develops, monitors and reconciles project, program and event budgets.
• Reviews expenditures, invoices, reimbursements and supporting documentation for accuracy and compliance with university policies.
• Tracks financial activity and prepares periodic budget reports, projections and reconciliations.
• Coordinates purchasing and payment processes with relevant university offices.
• Monitors the delivery of contracted goods and services to ensure that schedules, specifications and other contract terms are satisfied.
• Communicates with vendors and internal stakeholders to address discrepancies, delays or service concerns.

Academic Program Support

• Provides administrative and project support to the academic program manager.
• Assists with program scheduling, communications, records, meetings, events and special initiatives.
• Responds 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.

Office and Team Coordination

• 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.

Required Competencies/Knowledge, Skills, and Abilities:

• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational and project management skills, with the ability to coordinate multiple priorities and meet deadlines.
• Demonstrated 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 exceptional attention to detail, accuracy, and professionalism.
• Flexibility, adaptability, and comfort working in a dynamic environment with evolving priorities and ambiguity.
• Proficiency in Microsoft Office Suite (Word, Excel, and PowerPoint).
• Strong research, analytical, and problem-solving skills.

Minimum Education:

Bachelor’s Degree

Combined experience/education as substitute for minimum education

Minimum Experience:

2 years

Preferred Education:

Bachelor's Degree

Preferred Experience:

3 years

Compensation

The hourly rate range for this position is $29.00 - $31.03. 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.

Additional Information

Job openings are posted for a minimum of (5) five business days. This job may be removed from posting boards and filled any time after the minimum posting period has ended, so please apply on the same business day if interested.

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 the Background Screening Policy Appendix D for 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 [phone], or by email at [e-mail]. Inquiries will be treated as confidential to the extent permitted by law.