Administrative Project Specialist

Pay Rate: $25 $27/hr, paid weekly
Schedule: Monday Friday | 9:00 AM 5:00 PM PST | 37.5 hours/week
Work Arrangement: Hybrid

• Onsite: Monday, Wednesday, and Friday

• Remote: Tuesday and Thursday

• Candidates must follow the department s designated onsite/remote schedule. The schedule is subject to departmental needs and is not individually flexible.

Duration: 6 months with potential extension or conversion to full-time employment based on performance and cultural fit.

Parking: Employees are responsible for parking expenses. Daily parking may cost up to $20.00. Monthly parking passes are available and may reduce the cost to approximately $9.00 per day.

Overview

The Administrative Project Specialist supports the operations, programs, and administrative initiatives of a university-based addiction science institute. This position works closely with leadership and staff to coordinate projects, maintain administrative processes, track program activities, and support communications, events, research initiatives, and daily operations.

Responsibilities

• Coordinate and support operational and administrative projects, including planning, implementation, tracking, and evaluation.

• Monitor project timelines, statuses, deliverables, and documentation while adjusting activities based on changing priorities.

• Schedule meetings, coordinate calendars, arrange travel, plan events, order supplies, and process invoices and reimbursements.

• Assist with data collection, reporting, documentation, and tracking of institute programs and initiatives.

• Maintain records related to publications, grant applications and awards, research projects, community outreach, clinical services, and other member activities.

• Draft reports, presentations, correspondence, and other materials for university and community audiences.

• Support scientific manuscript submissions, document formatting, copyediting, and presentation development.

• Maintain website, social media, and other online communications as assigned.

• Respond to phone calls, emails, and correspondence from faculty, staff, community partners, and other stakeholders.

• Support research-related administrative activities including CV and biosketch updates, grant materials, figures, tables, document review, and presentations.

• Collaborate with staff to streamline administrative processes and support major institute initiatives.

Qualifications

• Bachelor s degree required. Public Health or a related field is preferred but not required.

• Minimum of 2 years of related professional experience.

• Previous administrative or project coordination experience.

• Strong organizational, multitasking, and time-management skills.

• Excellent attention to detail and ability to manage multiple priorities.

• Strong written and verbal communication skills.

• Ability to work independently while collaborating effectively with a team.

• Proficiency with Microsoft Office applications.

• Previous experience in a university or academic environment is preferred.

• Experience with WordPress or other web design platforms, REDCap, Adobe Creative Suite, or Workday is preferred.

• Experience supporting research activities, grant materials, scientific documents, presentations, figures, tables, CVs, or biosketches is preferred.

Benefits: Employee-contribution benefits may include:

• Health insurance.

• Health Savings Account.

• Dental insurance.

• Vision insurance.

• Flexible Spending Accounts.

• Life insurance.

• Retirement plan.

Equal Opportunity & Fair Chance

Qualified applicants with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.