Academic Program Assistant at University of… · Los…

The Department of Neurology is seeking a highly organized and motivated Academic Program Assistant to support the administration and daily operations of its ACGME-accredited Neurology Residency and Fellowship Programs, which include 24 residents and 16–20 fellows. This position works closely with the Academic Program Specialist (Program Coordinator) and Program Directors to provide administrative and operational support for the training programs.

The successful candidate will provide clerical and organizational assistance to support program coordination and ensure effective communication among faculty, trainees, and program administrators. Responsibilities include trainee scheduling and tracking, calendar management, clerical support, follow-up on evaluations, and monitoring compliance materials.

DESIRABLE QUALIFICATIONS:

• Bachelor’s degree required

• Experience in Graduate Medical Education preferred but not required.

• Excellent written and verbal communication skills, critical analysis, and organizational skills.

• Excellent interpersonal relationship and team building skills.

• Willingness to learn new software platforms and flexibility to adapt to changing program requirements

• Strong problem-solving and networking skills

RESPONSIBILITIES INCLUDE (but are not limited to) THE FOLLOWING:

• Provide clerical and administrative support to the Academic Program Specialist, Neurology Residency Program Director, Neurology Fellowship Directors, trainees, and faculty.

• Provide clerical and administrative support for Neurology Grand Rounds, including email communications, calendar invites, and required documentation for CME accreditation.

• Assist the Program Coordinator with documentation required for ACGME accreditation and compliance, including annual ADS updates, AAN/ABPN/AAMC reporting, and collection of materials for licensing, credentialing, and verification.

• Coordinate and prepare interview schedules for Neurology Fellowship programs.

• Follow up with trainees to obtain required onboarding documentation and track completion of USMLE Step 3, DEA registration, licensure, credentialing, and access to institutional platforms (e.g., Orchid, Synapse, MyEvaluations, AMION, QGenda).

• Support daily residency program operations, including updating QGenda schedules, sending calendar invitations, distributing reminders for didactic sessions, maintaining the fellowship vacation calendar, and managing event RSVPs.

• Assist with communication and coordination between training sites (Keck, CHLA, Rancho, Kaiser), including tracking credentialing completion at each site.

• Assist with training verification requests.

• Attend monthly Institutional Program Coordinator meetings and assist with scheduling meetings for the Program Director, Associate Program Directors, and residents.

• Send email reminders and calendar invitations to faculty and trainees for meetings, events, and required activities.

• Provide evaluation support for non-ACGME accredited fellowships, including contacting patients by phone or email to request trainee evaluations when applicable.

• Maintain proficiency with program management platforms including QGenda, MyEvaluations.com, Thalamus, and standard productivity tools such as Microsoft Office Suite, Zoom, and Microsoft Teams.

The most qualified candidates will be contacted for an interview. Interested candidates must submit a cover letter, resume, and the last two performance evaluations. Resumes will be accepted until the needs of the department are met.

Follows established USC and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, including adherence to the workplace Code of Conduct and Compliance Plan.

This position is hybrid  and employee must report to work at the USC Health Science Campus in Los Angeles, CA when scheduled. Work hours and on-site days may be subject to change depending on business needs.

The hourly budgeted rate range for this position is $25.32 - 33.95. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate's work experience, education/training, key skills, internal peer equity, federal, state and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

Minimum Education: Bachelor's degree. Combined experience/education as substitute for minimum education. Minimum Experience: 0-6 months Minimum Field of Expertise: Excellent interpersonal, oral, and written communication skills for interacting with both domestic and international stakeholders. Demonstrated attention to detail. Proven ability to plan, implement, and coordinate program logistics. Demonstrated database/data entry experience. Proven project management and problem solving skills, able to handle multiple timelines, changing priorities, and fluctuating workloads.

                                                  

USC 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. USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations, including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance, and with due consideration for patient and student safety. Please refer to the Background Screening Policy Appendix D for specific employment screen implications for the position for which you are applying. 

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at (213) 821-8100, or by email at uschr@usc.edu. Inquiries will be treated as confidential to the extent permitted by law.

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