Full-Time
Academic Program Assistant
University of Southern California
Research university in Los Angeles, CA
Compensation Overview
$25.32 - $33.95/hr
Los Angeles, CA, USA
Hybrid
Hybrid role requiring on-site work at the Los Angeles Medical Center and USC Health Sciences Campus when scheduled.
Bachelor's
Category
 Administrative & Executive Assistance |
|---|
Required Skills
Customer Service
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Requirements
- A Bachelor’s degree or combined experience and education as a substitute.
- Experience in higher education, academic administration, and/or customer service.
- Excellent interpersonal, written, and verbal communication skills.
- Strong attention to detail and organizational skills.
- Ability to plan, implement, and coordinate program logistics.
- Experience with database management and data entry.
- Effective problem-solving and project coordination skills.
- Ability to manage multiple deadlines, shifting priorities, and competing demands.
- A minimum of 0-6 months of experience.
- Excellent interpersonal, oral, and written communication skills for interacting with domestic and international stakeholders.
- Demonstrated attention to detail.
- Proven ability to plan, implement, and coordinate program logistics.
- Demonstrated database and data-entry experience.
- Proven project-management and problem-solving skills, including the ability to handle multiple timelines, changing priorities, and fluctuating workloads.
Responsibilities
- Coordinate day-to-day administrative operations for the Consultation-Liaison Psychiatry Fellowship and ensure compliance with Accreditation Council for Graduate Medical Education, American Board of Psychiatry and Neurology, Drug Enforcement Administration, Medical Board of California, and institutional requirements.
- Manage trainee scheduling using Amion and maintain accurate rotation schedules.
- Administer MyEvaluations by assigning and tracking evaluations, maintaining trainee records, managing onboarding documentation, and generating reports.
- Support curriculum implementation and coordinate orientation, retreats, graduation, annual reviews, and board reviews.
- Coordinate recruitment, onboarding, and offboarding processes, including interview logistics, communications, application materials, and National Resident Matching Program rank-list support.
- Support required submissions and compliance tracking with Graduate Medical Education, including health clearances, training modules, and reporting requirements.
- Provide administrative support to program leadership by scheduling meetings, preparing materials, taking minutes, and managing communications.
- Coordinate meetings for fellows, faculty, and program committees, including Clinical Competency Committee and program meetings.
- Maintain and update program data in ACGME WebADS, ERAS, and FREIDA, and manage ACGME surveys.
- Assist with trainee reimbursements, time-off tracking, badging, and day-to-day program operations in collaboration with Graduate Medical Education offices.
- Perform other related duties as assigned.
- Manage Psychiatry Residency Program trainee scheduling using Amion and resolve scheduling conflicts, including coordination with other residency programs.
- Administer MyEvaluations for the Psychiatry Residency Program, including tracking evaluations, maintaining records, monitoring onboarding completion, and supporting lecture-attendance tracking.
- Generate and distribute monthly, quarterly, and semi-annual evaluation reports and support reporting for the Program Evaluation Committee and Clinical Competency Committee.
- Maintain and update evaluation tools and forms.
- Coordinate Psychiatry Residency Program recruitment activities, including virtual interview logistics and communications with faculty and applicants.
- Support onboarding processes by coordinating with Graduate Medical Education for trainee accounts, including Medmail and USC identification.
- Assist with scheduling and coordination of didactics and program meetings.
- Partner with program leadership and Graduate Medical Education to review scheduling, evaluations, and program processes.
- Manage Child and Adolescent Psychiatry Fellowship trainee scheduling using Amion and maintain rotation schedules.
- Administer MyEvaluations for the Child and Adolescent Psychiatry Fellowship, including assigning and tracking evaluations, maintaining trainee records, and generating reports.
- Maintain onboarding documentation and monitor completion of required onboarding tasks.
- Coordinate with program leadership and other coordinators to ensure timely completion of program requirements.
Desired Qualifications
- Bachelor’s degree and/or TAGME certification.
- At least 1 year of relevant experience.
- Experience in graduate medical education, higher education administration, or student services.
The University of Southern California is a private research university with academic programs across the arts, sciences, business, engineering, law, health, and other professional fields.
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