Academic Program Specialist

University of Southern California • Los Angeles, CA • 3h ago

USC Department of Surgery Residency Office is seeking an Academic Program Specialist. Working directly under the supervision of the Vice Chair for Education, the Academic Program Specialist works closely with the Program Directors from Colorectal, Transplant, Minimally Invasive, Hepatobiliary and Breast Surgery to oversee and coordinate these training programs.

The successful candidate will be motivated, pro-active, resourceful, and detail oriented. The position requires excellent organizational and communication skills with the ability to be decisive and adaptable.

Core competencies include:

Strong organizational and time-management skills

Professionalism, discretion, and judgment

Ability to prioritize ACGME compliance in a multi-program environment

Collaborative, team-oriented approach

Adaptability in a high-volume academic setting

Essential job duties include, but are not limited to:

Maintain required accreditation documentation, policies, and procedures

Prepare and submit ACGME applications, annual updates, ADS changes, self-studies, and site visit materials.

Monitor duty hours, case logs, evaluations, milestones, and board eligibility requirements

Coordinate onboarding, orientation, and offboarding of residents/fellows

Maintain resident files including contracts, licensure, certifications, visas, immunizations, and training verifications

Track rotations, schedules, vacation, leave, and call assignments

Serve as primary administrative contact for residents/fellows

Support remediation, promotion, disciplinary actions, and graduation processes under direction of the Program Director

Manage evaluation systems and ensure timely completion of:

Faculty evaluations

Resident/fellow evaluations

Rotation and program evaluations

Prepare reports and documentation for:

Clinical Competency Committee (CCC)

Program Evaluation Committee (PEC)

Support milestone reporting and ACGME-required reviews

Coordinate recruitment and selection activities including ERAS, interviews, ranking, and NRMP compliance

Support onboarding, scheduling, and tracking of trainees or participants as required by each program

Assist faculty leadership with meetings, communications, and educational activities

Required Qualifications:

Bachelor's degree or equivalent combination of education and experience

Experience in academic medicine, graduate medical education, or healthcare administration preferred

Demonstrated ability to manage multiple programs and competing deadlines

Strong organizational, communication, and interpersonal skills

High attention to detail and ability to manage confidential information.

Preferred Qualifications:

3 years of administrative or project administration experience

Experience in a complex medical or academic development setting encouraged.

Excellent communication skills - both written and verbal.

Practices a high level of integrity and honesty in maintaining confidentiality.

Ability to multi-task effectively and demonstrate strong organizational skills.

Sound judgment and decision making

A cooperative and team-oriented attitude

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 rate range for this position is $ 29.56. 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 consideration.

Minimum Education: Bachelor's degree. Combined experience/education as substitute for minimum education Minimum Experience: 2 years. Combined experience/education as substitute for minimum experience Minimum Field of Expertise: Experience in higher education and/or customer service. 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.

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