Administrative Assistant

Job Details:

Job Title: Administrative Project Specialist

Location: Los Angeles, CA 90033 - Hybrid. In office Mondays, Wednesdays and Fridays.

Duration: 08/31/2026 to 03/02/2027

• Job Description: The candidate identified would coordinate and support Institute-related operational activities.
• This person would report to the Chief Programs and Communication Officer (CPCO) and be responsible for supporting the overall operations of the Institute by optimizing the administrative infrastructure and professional environment.
• The Project Specialist will work alongside staff members to establish, maintain, and carry out major initiatives and should be adept at project management functions such as planning, implementation, and evaluation, as well as administrative functions such as scheduling, coordination, and maintenance.
• The candidate will execute project work plans as created by CPCO and revise as appropriate to meet changing needs and requirements.
• The position will monitor project statuses, assist with data collection, prepare[VW1] documentation, manage timelines, and otherwise help promote activities through professional communication with faculty/staff as well as community partners.
• The successful candidate will support 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.
• The position will work closely with the CPCO to build and maintain an activity catalog on program-related member activities such as publications, grant applications/awards, research projects, high-impact projects/programs, community outreach activities, and clinical services. Additionally, they will monitor, track and support strategies and initiatives carried out by the administrative team of the Institute and draft reports and other dissemination materials for the university and community.
• The successful candidate will have experience working in an administrative setting, be an exceptional multi-tasker, have outstanding organizational and interpersonal skills, be self-motivated, have excellent attention to detail, have excellent time management skills, and thrive in a collaborative setting. Previous experience in a university environment is preferred. Excellent verbal and written communication skills are required along with proficiency with Microsoft Office applications. 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.

o Minimum Qualifications: Bachelors degree, Public Health or related field preferred, but not required; 2 years of related professional experience.