Project Specialist - Administrative

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The USC Schaeffer Institute for Public Policy & Government Service is seeking a Project Specialist, Administrative in the External Affairs and Policy team. The position will primarily support event logistics and management, operations and special projects for the Center for Civic Society at the Schaeffer Institute. It will also provide event, stakeholder and communication project support for the Institute as a member of the External Affairs and Policy team.

The External Affairs and Policy team oversees events, communications, stakeholder and policy engagement with the goal of ensuring that research produced across the Institute’s programs informs public policy. It is highly collaborative and creative. Team members are encouraged to contribute ideas, identify opportunities, and help shape priorities that advance the Institute's mission.

This position offers a unique opportunity in policy research center operations. The right candidate will have administrative expertise, high attention to detail, and enthusiasm for bringing the right people together to inform public policy. The Schaeffer Institute serves a varied and diverse group of internal and external constituents—including students, academics, executives, philanthropists, and leading policymakers and staffers—across the political spectrum. Demonstrated experience communicating with and hosting VIP guests, including trustees, board members, and government officials, is a plus.

This position can be based at the University Park Campus in Los Angeles or the USC Capital Campus in Washington, DC.  This is a full-time, 1-year fixed term position (renewable). Some travel may be required.

Key duties include but are not limited to the following:

Event Operations

• Expected to work onsite 2-3 days per week at USC University Park Campus in Los Angeles, CA or USC Capital Campus in Washington, DC
• Manage Center for Civic Society meetings, events, conferences, and seminars; arrange for vendors, facilities, catering and travel as needed.
• Coordinate event materials including invitations, registration management, attendee communications and briefings.
• Work with events, contracts and finance teams to ensure event payments/reimbursements are completed in a timely manner; manage and report on event budgets.
• Host and interact with guests of the Schaeffer Institute, including USC Trustees, Advisory Board members, and distinguished policy leaders.

Stakeholder Engagement

• Maintain and improve the Institute’s email marketing and contact databases (the Institute primarily uses Emma and Quorum), including updating contact details, maintaining lists and segments, and ensuring appropriate contacts are receiving the correctly targeted communications from the Institute.
• Research new audiences and stakeholders for events and research initiatives, develop engagement ideas for reaching these new audiences.
• Collaborate with the External Affairs team and research programs to coordinate email communications, including newsletters and eblasts; review materials for formatting, branding, and consistency; and assist with production and distribution as needed.

Communications Support

• Assist with the development and production of basic marketing materials, including eblasts, social media posts and graphics, and website content.
• Collaborate with Center for Civic Society leadership and scholars to prepare reports, presentations, briefing materials and other communications for funders, stakeholders and public audiences.

Minimum Education:

Bachelor’s Degree

Combined experience/education as substitute for minimum education

Minimum Experience:

2 years

Minimum Fields of Expertise:

• Excellent written and oral communication skills
• Strong organizational skills; project management and event experience is a plus
• Ability to represent the Institute professionally while interacting with high-profile internal and external audiences.
• Collaborative, team-player attitude; ability to work collaboratively and independently
• Demonstrated ability to prioritize and handle multiple projects of varying complexity simultaneously with attention to detail and a high level of excellence and professionalism
• Flexibility and tolerance for ambiguity; willingness to handle both complex and mundane matters
• Excellent knowledge of Microsoft Word, Excel, PowerPoint
• Experience with contact management and email distribution systems (i.e. Emma, Constant Contact, etc.)

Preferred E