Academic Program Assistant

University of Southern California • Los Angeles, CA • 2h ago

USC Department of Psychiatry and the Behavioral Sciences is seeking an Academic Program Assistant to support the administration of the USC/LA General Medical Center (LAGMC) joint psychiatry training programs. This role will serve as the lead coordinator for the Consultation-Liaison Psychiatry Fellowship and will provide essential operational and administrative support to the Psychiatry Residency Program and Child and Adolescent Psychiatry Fellowship in partnership with program leadership.

The ideal candidate is proactive, detail-oriented, and highly organized, with the ability to manage multiple priorities in a fast-paced academic environment while maintaining a professional and welcoming demeanor.

Essential Job Duties include but are not limited to:

Consultation-Liaison Psychiatry Fellowship

Coordinate day-to-day administrative operations and ensure compliance with ACGME, ABPN, DEA, Medical Board of California, and institutional requirements.

Manage trainee scheduling (Amion) and maintain accurate rotation schedules.

Administer MyEvaluations, including assigning and tracking evaluations, maintaining trainee records, onboarding documentation, and generating reports.

Support curriculum implementation and coordinate key program events (e.g., orientation, retreat, graduation, annual review, board review).

Coordinate recruitment, onboarding, and offboarding processes, including interview logistics, communications, application materials, and NRMP rank list support.

Support required submissions and compliance tracking in coordination with GME, including health clearances, training modules, and reporting requirements.

Provide administrative support to program leadership, including scheduling meetings, preparing materials, taking minutes, and managing communications.

Coordinate meetings for fellows, faculty, and program committees (e.g., Clinical Competency Committee, program meetings).

Maintain and update required program data across systems (e.g., ACGME WebADS, ERAS, FREIDA) and manage ACGME surveys.

Assist with trainee reimbursements, time-off tracking, badging, and day-to-day program operations in collaboration with GME offices.

Perform other related duties as assigned.

Psychiatry Residency Program

Manage trainee scheduling (Amion) and resolve scheduling conflicts, including coordination with other residency programs.

Administer MyEvaluations, including tracking evaluations, maintaining records, monitoring onboarding completion, and supporting lecture attendance tracking.

Generate and distribute routine evaluation reports (monthly, quarterly, and semi-annual) and support reporting for Program Evaluation Committee and Clinical Competency Committee.

Maintain and update evaluation tools and forms.

Coordinate recruitment activities, including virtual interview logistics and communications with faculty and applicants.

Support onboarding processes, including coordination with GME for trainee accounts (e.g., Medmail, USC ID).

Assist with scheduling and coordination of didactics and program meetings.

Partner with program leadership and GME to review scheduling, evaluations, and program processes.

Child and Adolescent Psychiatry Fellowship

Manage trainee scheduling (Amion) and maintain rotation schedules.

Administer MyEvaluations, 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.

Required Qualifications

Bachelor's degree or combined experience/education as a substitute.

Experience in higher education, academic administration, and/or customer service.

Preferred 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.

Strong Candidates Will Demonstrate

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.

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.

The position is hybrid on-site and employee must report to work at the Los Angeles Medical Center (LAGMC) and 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 $25.32 - $33.95. This is a one-year fixed term position with the possibility of renewal. 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.

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