What are the responsibilities and job description for the Academic Program Specialist position at Keck School of Medicine?
USC Department of Surgery is recruiting an Academic Program Specialist for the Residency Program. The Academic Program Specialist will plan and implement academic program services and activities, provide administrative and operational support to team members and managers responsible for program development.
The Academic Program Specialist will also provide comprehensive administrative support to the Residency Program Leadership and will perform a variety of administrative and secretarial duties to support the Program, Program Leadership, Faculty, and Residents.
Additional duties include:
- Supports and implements the organization’s vision, mission, and value.
- Determines priorities and method of completing daily workload in coordination with Program Director to ensure that all responsibilities are carried out in a timely manner.
- Performs all job functions in a professional and courteous manner.
- Represents the residency program as the first point of contact with internal and external stakeholders.
- Stays abreast of residency program best practices by accrediting institutions; and attends meetings, webinars, and in-person conferences as required.
- Completes admin-user training on residency program software, acts as main point of contact with vendor, stays abreast of software features, trains new users, and assists existing users.
- Manages all administrative aspects related to the residency program.
- Assists in writing, submitting and maintaining program related grants.
- Maintains and updates activity and expense records; gathers data and drafts narrative reports for quarterly internal and external submissions.
- Organizes and maintains an electronic filing system for the residency program and facilitates retrieval of information.
- Creates and edits a variety of documents, agendas, reports, minutes, spreadsheets, tables, graphs, visual organizers, presentations, and surveys, among others.
- Maintains the residency program master calendar, manages a variety of tracking systems, facilitates reminders and issues timely communication to incumbents.
- Coordinates program conferences, interviews, tours, annual discussions, and mid-year/annual evaluations.
- Coordinates semi-annual meetings with residents, regular advisor/advisee meetings, program evaluation meetings, graduate exit interviews, post clinical competency committee meetings, GMEC meetings, and any other residency program related meeting or event and maintains pertaining meeting records.
- Maintains confidentiality on all verbal and written communication and ensures effective transmission of information.
- Participates in ongoing quality improvement activities related to individual, team, and organizational performance improvement.
- Travels between Gracelight sites and/or external partnership sites as needed.
- Complies with organizational policies and procedures.
- Must be willing and able to work at all locations as needed to meet patient care needs.
- Performs all other duties as assigned, some of which may be outside of business hours and/or on weekends.
The hourly rate range for this position is $28.88 - $33.00. When extending an offer of employment, the University of Southern California considers factors such as (but no 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: 5 years. Combined experience/education as substitute for minimum experience Minimum Field of Expertise: Experience managing learning programs for adults. 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.
Salary : $29 - $33
