Project Specialist (Planning and Design / Facilities Management)

Project Specialist – Office of the Provost – Shared Services Job Summary: The Office of the Provost – Shared Services seeks a Project Specialist to provide administrative, communication, and project management support for facilities management related projects. Responsibilities Assist in the administration and coordination of a variety of research and/or administrative projects as well as capital and non‑capital facilities related projects and provide quality control. Assist in developing and implementing project goals and strategies. Assist with short‑ and long‑term planning and design of project direction and objectives. Assist management with administrative functions such as planning, organizing, coordinating, scheduling, and implementing project activities to meet objectives. Participate in writing reports or other documentation of project status and/or administrative activities or project results. Conduct routine maintenance inspections of facilities for deficiencies, safety hazards and/or code violations (e.g., lighting, temperatures, signage, housekeeping, phone systems). Conduct inspections of facility equipment, and coordinate required repairs and/or purchases. Manage building access schedules and populations. Conduct key issuance and record maintenance. Interact with university departments and/or outside contractors and vendors for facilities operations, maintenance, construction and renovation projects. Supervise student staff employees, regarding scheduling, assigning, and prioritizing workload. Monitor and analyze facilities expenses. Assist with developing facilities cost projections, as required. Reconcile facilities expenses to university financial records and initiate correcting entries. Assist with coordination of facilities year‑end closing activity. Provide management with information for budget reports, as assigned. Interface with faculty and/or staff and external contacts necessary to complete project assignments or for information exchange. Resolve problems or questions referred to by project staff or administrators. Compile and draft briefing materials and correspondence for the provost. Research, gather, organize and summarize data for project and/or administrative reports and/or activities. Analyze data, present results and make recommendations on presentations of project and/or administrative reports. Promote an environment that fosters inclusive relationships and creates unbiased opportunities for contributions. Assist with administrative items such as scheduling, calendars, and other administrative items for other Shared Services units as necessary. Perform other related duties as assigned or requested. Qualifications Excellent written and oral communication and organizational skills. Proficiency with Microsoft Office applications (Word, Excel, Outlook, PowerPoint), Zoom, Adobe Acrobat, and Dropbox. Maintains confidentiality and discretion in all communications; conducts daily activities with utmost professionalism. Ability to multitask and prioritize responsibilities. Demonstrated attention to detail with precision required in all written communications. Ability to quickly find accurate information from university and outside sources. Bachelor’s degree or combined experience/education as substitute for minimum education. Working knowledge of Concur, Workday, SharePoint, Salesforce Marketing Cloud, and other university systems is ideal. Minimum four years of experience required; experience in writing, editing, research, and/or project support preferred. Three or more years of experience in higher education is ideal. Valid California driver’s license required; position will participate in DMV Pull Notice System and a copy of DMV record will be required as a final condition of employment. Minimum Requirements Minimum education: Bachelor’s degree. Minimum experience: 2 years. Preferred education: Master’s degree. Preferred experience: 3 years. Minimum skills: Directly related project or administrative experience. The hourly rate range for this position is $30.14/hr - $31.98/hr. The University reserves the right to add or change duties at any time. The University of Southern California 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. #J-18808-Ljbffr University of Southern California