Academic Program Administrator

University of Southern California • Fullerton, CA • 5h ago

The Caruso Department of Otolaryngology Head and Neck Surgery is seeking an Academic Program Administrator for the Master of Science in Speech-Language Pathology (MS-SLP) Program. The Academic Program Administrator oversees and coordinates specific functions of the graduate and undergraduate minor programs including academic program administration, clinical placement administration, student credentialing, program accreditation, general administrative support and budget. Critical components of the role are routine interaction and support of graduate students while directly providing support to directors, faculty, staff. This position is responsible for site specific compliance, daily operations, and workflows to enhance program efficiency and service delivery. The ideal candidate thrives in an academic environment, demonstrates exceptional attention to detail, and enjoys working closely with students, faculty, and leadership. The position is full-time, 100% onsite.

Job Accountabilities:

Academic Program Administration

· Manage and maintain student records across systems, ensuring compliance with university policies, accreditation standards, and FERPA regulations

· Coordinate graduate admissions processes, including applicant communications, interview logistics, and onboarding

· Track student progress toward degree and minor completion; ensure accurate updates in Student Information Systems (SIS)

· Develop and maintain academic calendars, course schedules, and program documentation

· Facilitate program-wide communications with students, faculty, and staff

· Support curriculum updates and accreditation communications with relevant agencies

· Coordinate course logistics including scheduling, room assignments, and materials

Student Credentialing & Accreditation

· Support accreditation processes and reporting for organizations such as ASHA, CAA, and CCTC

· Maintain accurate data and documentation required for accreditation compliance

· Coordinate student credentialing processes, including training and communication

· Collaborate with internal and external partners to ensure compliance with credentialing requirements

· Update program websites and materials to reflect current accreditation standards

Clinical Placement Administration

· Support clinical placement operations and data management systems

· Maintain records of clinical sites and contracts

· Assist with student onboarding into placement systems

· Coordinate stipend processing and support related events

General Administrative Support

· Provide direct administrative support to program leadership

· Schedule and coordinate meetings, reports, and communications

· Maintain office operations, supplies, and workspace organization

· Liaise with university departments and external partners

· Ensure timely renewals of subscriptions and memberships

Budget Administration

· Assist in developing and tracking the annual program budget

· Process reimbursements and reconciling purchasing transactions

· Monitor program expenses

Minimum Qualifications

· Bachelor's degree in a related field

· Strong interpersonal and communication skills

· Excellent organizational and time management abilities

· Ability to manage multiple priorities and meet deadlines

· High level of discretion and confidentiality

· Strong written communication and business correspondence skills

· Ability to learn and manage multiple data systems and software tools

· Demonstrated problem-solving skills and attention to detail

Preferred Qualifications

· Experience in higher education or academic program administration

· Familiarity with accreditation processes, licensure, or credentialing requirements

· Experience supporting clinical or healthcare-related programs

· Knowledge of student information systems and data management tools

The annual budgeted salary range for this position is $75,000 - $85,000. 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 Addtional Education Requirements Combined experience/education as substitute for minimum education Minimum Experience: 3 years Addtional Experience Requirements Combined experience/education as substitute for minimum work experience Minimum Skills: Experience managing learning programs for adults. Proven ability to build and maintain positive relationships with stakeholders. Demonstrated experience in management/leadership roles, building and maintaining relationships with domestic and international stakeholders. Proven budget oversight and planning experience. Outstanding interpersonal, oral, and written communication skills, with exemplary attention to detail. Experience in higher education and/or customer service. 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. Preferred Education: Bachelor's degree Preferred Experience: 5 years working in higher education.

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