Academic Program Assistant

University of Southern California; Los Angeles (CA); Hybrid; USD 34,000 - 47,000; Full time

Job summary

The University of Southern California, Department of Psychiatry and the Behavioral Sciences, seeks an Academic Program Assistant to support USC/LA General Medical Center (LAGMC) joint psychiatry training programs.

The role will lead the Consultation-Liaison Psychiatry Fellowship coordination and provide essential admin support to the Psychiatry Residency Program and Child and Adolescent Psychiatry Fellowship in partnership with leadership.

Qualifications

• Bachelor’s degree or combined experience/education as a substitute.
• Experience in higher education, academic administration, and/or customer service.
• Bachelor’s degree and/or TAGME certification preferred.
• At least 1 year of relevant experience preferred.
• Experience in graduate medical education, higher education administration, or student services preferred.

Responsibilities

• 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 (orientation, retreat, graduation, annual review, board review).
• Coordinate recruitment, onboarding, and off-boarding processes, including interview logistics, communications, application materials, and NRMP rank list support.

Skills

Interpersonal communication

Written communication

Verbal communication

Customer service

Attention to detail

Project coordination

Education

Bachelor's degree

TAGME certification

Tools

Amion

MyEvaluations

ERAS

ACGME WebADS

Job description

Academic Program Assistant

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-pace academic environment while maintaining a professional and welcoming demeanor.

Essential Job Duties

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 off-boarding 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 Requirements

• 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.

Equal Opportunity Statement

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.

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About USC

USC is a leading private research university located in the heart of downtown Los Angeles – a global center for arts, technology and international business. As the largest private employer in the city – responsible for more than $5 billion annually in economic activity in the region – we offer the opportunity to work in a dynamic and diverse environment, in careers that span a broad spectrum of talents and skills. As a USC employee, you will enjoy excellent benefits and perks, and you will be a member of the Trojan Family – the faculty, staff, students and alumni who make USC a great place to work.