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JOB SUMMARY
The Institute for Addiction Science (IAS) is seeking an Administrative Project Specialist to coordinate and support Institute-related operational activities. Reporting to the Chief Programs and Communication Officer (CPCO), this role will optimize the administrative infrastructure and professional environment at IAS. The Project Specialist will work alongside staff members to establish, maintain, and carry out major IAS initiatives, supporting the CPCO in executing project work plans, monitoring project statuses, assisting with data collection, preparing documentation, managing timelines, and promoting IAS activities through professional communication. The successful candidate will support IAS staff in executing daily operational tasks, including booking travel, planning events, ordering supplies, processing invoices and reimbursements, submitting scientific manuscripts, copyediting, maintaining a social media and online presence, and fielding phone calls and email correspondence. This position will work closely with the CPCO to build and maintain an activity catalog on program-related IAS member activities and draft reports and other dissemination materials.

Key Responsibilities
Coordinate and support Institute-related operational activities.
Support the overall operations of the Institute by optimizing the administrative infrastructure and professional environment.
Work alongside staff members to establish, maintain, and carry out IAS major initiatives.
Be adept at project management functions such as planning, implementation, and evaluation.
Perform administrative functions such as scheduling, coordination, and maintenance.
Execute project work plans and revise as appropriate to meet changing needs and requirements.
Monitor project statuses.
Assist with data collection.
Prepare documentation.
Manage timelines.
Help promote IAS activities through professional communication with USC faculty/staff and community partners.
Support IAS staff in executing and streamlining daily operational tasks including booking travel, planning events, ordering supplies, processing invoices & reimbursements, submitting scientific manuscripts, copyediting, maintaining a social media and online presence, and fielding phone calls & email correspondence.
Build and maintain an activity catalog on program-related IAS member activities such as publications, grant applications/awards, research projects, high-impact projects/programs, community outreach activities, and clinical services.
Monitor, track and support strategies and initiatives carried out by the administrative team of the Institute.
Draft reports and other dissemination materials for the university and community.

Required Qualifications
Candidates must have flexibility based on Department needs and onsite/remote days are subject to change.
Candidates must adhere to the department schedule.
Department is not providing a laptop; candidate must provide their personal laptop when working remote and bring this in for USC IT to secure the necessary access.
Bachelor’s degree, Public Health or related field preferred, but not required.
2 years of related professional experience.
Experience working in an administrative setting.
Exceptional multi-tasker.
Outstanding organizational and interpersonal skills.
Self-motivated.
Excellent attention to detail.
Excellent time management skills.
Thrive in a collaborative setting.
Excellent verbal and written communication skills.
Proficiency with Microsoft Office applications.

Preferred Qualifications
Previous experience in a university environment is preferred.
Knowledge of systems such as WordPress (or other web design software), REDCap, Adobe Creative Suite, or Workday are preferred.
Experience providing research support with CV/biosketch updates, grant writing, creating/formatting figures and tables, document review, and presentation development is preferred.

Certifications
None mentioned

Education: Bachelors Degree