USC Human Resources Administration

Job code: 111063Special Project Manager (administrative/academic)

Grade: K |Overtime eligible: No |Date approved: January 31, 2005


Assists an administrator in managing all phases of a variety of short and long-term special projects for a school, an administrative/academic department or division. Provides leadership and direction for day-to-day project operations and administrative activities. Contributes to the planning, design, development and implementation of project objectives, procedures, processes and standards.


Priority Time (%) Task (Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.)

% Manages special projects on behalf of administrator. Provides assistance and support to an administrator in the planning, design, development and implementation of short and long-term projects for a school, an administrative/academic department or division. Plans, coordinates, schedules and organizes project activities to meet objectives.

% Researches, gathers, organizes and summarizes data for special projects. Develops, evaluates, recommends and implements procedures for data acquisition, management and quality control. Analyzes data for trends or conclusions and presents results and recommendations to administrator.

% Prepares status reports on project plans, progress and results of activities. Develops, enhances and maintains information systems to support project operations.

% Coordinates and assembles confidential documentation. Ensures completeness and accuracy of the documentation for submission to school, department or division for review and/or approval. Maintains confidential files. Coordinates and monitors distribution of confidential materials.

% Directly or indirectly manages staff assigned to a project. Plans and staffs project operations based on proposed activities and timelines. Makes hiring, promotional and salary decisions in accordance with university policy. Provides training and technical supervision to staff. Motivates and monitors the progress of work performed by project staff.

% Assists formation of ad hoc committees and monitors progress toward completion of assigned tasks. Ensures that committee reports and recommendations are submitted in a timely manner. Follows up with implementation as appropriate.

% Serves as key resource for project information. Interfaces with faculty, staff, and/or external contacts necessary to complete assignments. Resolves problems and/or questions referred by project staff or administrators.

% Develops, prepares and edits reports, publications, speeches, presentations, official correspondence, newsletters, articles, bulletins, brochures, manuals and other training materials, advertising copy, etc, as needed or assigned. Identifies and determines topics or subjects for various projects.

% Designs and creates documents using computerized graphics, desktop publishing and word processing software . Determines type(s) of artwork (e.g. illustrations, photos, charts, graphs, design covers) to accompany documents while considering compatibility, content, audience, style, format, intent, etc.

% Manages all aspects of publication production in order to meet all applicable deadlines.

% Evaluates response to documentation and/or publications for effectiveness. Makes recommendations for future documentation and/or publications.

% Develops and manages project budgets. Provides historical data and projections. Prepares and/or directs the preparation of financial reports as required.

% Coordinates and/or links project operations with other administrative functions on and off campus and/or within the school, department or division.
Essential % Develops and implements security related procedures such as office opening and closing routines, recognition of duress signals and key controls. Coordinates security activities with university public safety department. Promotes and maintains standards for security conscious awareness and behavior. Maintains knowledge of university's crime prevention and suppression programs and services. Ensures dissemination of security related information to staff.
Emergency response/recovery:    
In the event of an emergency, the employee holding this position is required to "report to duty" in accordance with the university's emergency operations plan and/or the employee's department's emergency response and/or recovery plans. Familiarity with those plans and regular training to implement those plans is required. During or immediately following an emergency, the employee will be notified to assist in the emergency response efforts, and mobilize other staff members if needed.


Minimum education Preferred education
Bachelor's degree Master's degree
Minimum experiencePreferred experience
5 years  
Minimum field of expertise Preferred field of expertise
Administrative or project administration experience  
  • Analysis
  • Assessment/evaluation
  • Budget development
  • Communication—written and oral skills
  • Conflict resolution
  • Creative writing and editing
  • Interpretation of policies/analyses/trends/etc.
  • Interviewing
  • Knowledge of applicable laws/policies/principles/etc.
  • Managerial skills
  • Networking
  • Organization
  • Planning
  • Problem identification and resolution
  • Project management
  • Research
  • Scheduling
  • Staff development
  • Statistical analysis
  • Teaching/training
  • Computer and peripheral equipment
  • Computer network (department or school)
Supervises level
Supervises employees and student workers performing administrative, clerical/secretarial, professional/paraprofessional/project management work


Employee: Date:
Supervisor: Date:

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

The University of Southern California is an Equal Opportunity Employer