Academic Program Specialist

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.

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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