Operations Specialist

Job Description u2022 Presentation & Communication Development u2003u2003u25cb Assist in the design and production of high-quality slide decks for academic, institutional, and external audiences u2003u2003u25cb Ensure consistency and clarity in all materials u2003u2022 Technology & Workflow Enablement u2003u2003u25cb Leverage productivity and project management tools to streamline administrative workflows u2003u2003u25cb Evaluate and implement new technologies, including AI-enabled tools, to improve administrative efficiency u2003u2022 Grant Submission Support u2003u2003u25cb Assist in preparation and coordination of grant submissions (e.g., NIH, Foundation sponsors) u2003u2003u25cb Compile and format application supporting documentation (biosketches, other support, etc) u2003u2003u25cb Maintain updated records of published papers and associated grants u2003u2003u25cb Coordinate with relevant stakeholders (e.g., departmental administration, grants offices, collaborators) and ensure adherence to sponsor and USC requirements u2003u2022 Agreements Submission & Tracking (NDA, MTA, etc.) u2003u2003u25cb Coordinate submission of institutional agreements through appropriate USC channels. Track agreement status, and renewal timelines u2003u2003u25cb Liaise with internal offices (e.g., contracts, technology transfer, legal) and external partners to facilitate timely processing u2003u2003u25cb Maintain organized records of agreements and associated documentation u2003u2022 Systems & Process Optimization u2003u2003u25cb Identify inefficiencies and implement scalable workflows for tracking agreements, and operational priorities u2003u2003u25cb Develop and maintain systems (e.g., trackers, dashboards) for monitoring deadlines and deliverables u2003u2003u25cb Maintain organized digital environments (shared drives, repositories, tracking tools) u2003u2022 Data & Analytical Support u2003u2003u25cb Develop, maintain, and analyze spreadsheets and structured datasets to support operational tracking and decision-making u2003u2003u25cb Synthesize data into concise summaries and executive-ready reports u2003u2003u25cb Organize and maintain accessible data systems across multiple initiatives u2003u2022 Confidentiality & Judgment u2003u2003u25cb Handle sensitive information, including unpublished research and contractual materials, with discretion u2003u2003u25cb Exercise sound judgment in prioritizing work and managing competing demands u2003u2003u25cb Frame issues and present structured options to support decision-making We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: Skills and Requirements u2022 2u20135+ years of experience in administrative, research support, or operations roles - focused on process improvement, administrative support, and technology modernization u2003u2022 Soft skills: adaptable to change, proactive process improvement, and self learning u2003u2022 Advanced proficiency in Microsoft Office and/or Google Workspace u2022 Bachelors degree u2003u2022 Demonstrated experience supporting document preparation and/or structured submission processes (e.g., NIH or Foundation sponsors) u2003u2022 Experience in an academic, research, or healthcare environment Familiarity with project management tools (e.g. Smartsheet, Monday, Asana)

Created: 2026-04-20