Project Specialist

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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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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…