Academic Program Coordinator, Academic Operations

University of Southern California; Los Angeles (CA); On-site; USD 39,000 - 44,000; Full time

Benefits offered by this job

Health benefits

Tuition assistance

Professional development

Discounts to USC events

Job summary

University of Southern California's Thornton School of Music seeks an Academic Program Coordinator to provide administrative, financial, and operational support for curricular and programmatic activities within Contemporary Music.

The role emphasizes proactive planning, on-site coordination, and collaboration with faculty, staff, students, and external partners to ensure recurring processes run smoothly and objectives are met.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Two or more years of progressive administrative, operations, program coordination, or financial support experience.
• Strong financial acumen, including budget tracking, invoice processing, and vendor management.
• Advanced proficiency with Microsoft Excel, Google Workspace, Microsoft Office, Workday, and other technology platforms such as SIS and Concur.

Responsibilities

• Provide comprehensive administrative support for academic and departmental operations.
• Coordinate meetings, events, guest visits, and special projects.
• Manage calendars, schedules, and recurring annual program activities.

Skills

Project management

Customer service

Communication

Scheduling

Organization

Education

Bachelor's degree

Tools

Excel

Google Workspace

Microsoft Office

Workday

SIS

Concur

Job description

Academic Program Coordinator, Academic OperationsUSC is a leading private research university located in Los Angeles—a global center for arts, technology, and international business. As the city’s largest private employer, responsible for more than $8 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 across a variety of academic schools and units.As a USC employee, you will enjoy excellent benefits and perks while becoming part of the Trojan Family—the faculty, staff, students, and alumni who make USC a great place to work.Opportunity to JoinThe USC Thornton School of Music is seeking a highly organized, detail-oriented Academic Program Coordinator to provide administrative, financial, and operational support for academic and programmatic activities. For more information about the school, please visit us at http://music.usc.edu/.This position plays a critical role in ensuring the efficient coordination of curricular offerings, events, guest engagements, financial transactions, scheduling, and administrative operations. The position also supports the planning and coordination of recurring academic program activities and annual operational cycles to ensure the consistent delivery of program objectives in the Division of Contemporary Music. For more information about the program, please visit us at https://music.usc.edu/departments/contemporary-music/.The successful candidate will be a proactive problem-solver with exceptional customer service skills, strong financial and administrative experience, and the ability to manage multiple priorities in a fast-paced environment. This role requires sound judgment, attention to detail, and the ability to work independently while collaborating effectively with faculty, staff, students, and external partners. The successful candidate will demonstrate initiative and take ownership of recurring responsibilities and annual processes, ensuring projects are carried through to successful completion. The individual will serve as a proactive administrative partner by anticipating needs, monitoring critical deadlines, maintaining operational continuity, providing timely reminders and follow-up, and contributing ideas that support program growth and excellence.This position is 100% onsite at USC's University Park Campus.Primary Responsibilities - Administrative & Program SupportProvide comprehensive administrative support for academic and departmental operations while working closely with the Program Chair to support the implementation of program priorities and ongoing academic operations.Coordinate meetings, events, guest visits, and special projects.Maintain and proactively manage calendars, schedules, program timelines, and recurring annual program activities.Facilitate communication among faculty, staff, students, and external partners.Manage document preparation, correspondence, and records.Support onboarding activities for faculty, guests, speakers, and other visitors.Provide reporting each semester on faculty teaching duties and assignment of students to faculty studios; monitor changes in student enrollment in specified instructional activities.Partner with the Program Chair to anticipate operational needs, monitor critical timelines, and support strategic priorities through proactive planning, communication, and follow-through.Financial & Budget AdministrationHandle budget tracking, processing, and reconciliation.Process purchase orders, requisitions, invoices, and reimbursements.Coordinate vendor setup and payment processing.Monitor expenditures and maintain accurate financial records.Support travel arrangements and expense reporting.Generate financial and operational reports as needed.Event & Guest CoordinationCoordinate logistics for meetings, events, and special programs.Manage guest scheduling, travel arrangements, and campus visits.Support both on-site and off-site activities as required.Oversee event planning and coordinate operational resources and services, delivering day-of support to ensure events run efficiently and effectively.Data Management & ReportingMaintain accurate records, databases, program documentation, and documentation of recurring annual processes to support continuity and consistent program operations.Prepare reports and track key operational metrics.Monitor deadlines and ensure timely completion of assigned processes.Support data collection and reporting initiatives.Preferred QualificationsBachelor's degree or equivalent combination of education and experience.Two or more years of progressively responsible administrative, operations, program coordination, or financial support experience.Strong financial acumen, including budget tracking, invoice processing, and vendor management.Advanced proficiency with Microsoft Excel, Google Workspace, Microsoft Office, Workday, and other technology platforms such as SIS and Concur.Strong organizational and project management skills.Exceptional customer service orientation with a demonstrated commitment to responsiveness, professionalism, discretion, relationship-building, and delivering a high level of support to faculty, students, staff, alumni, guests, and external partners.Demonstrated ability to manage projects and recurring annual processes through planning, execution, and follow-through.Demonstrated ability to work independently, prioritize competing demands, and meet deadlines.Excellent written and verbal communication skills.Experience in higher education, event coordination, business operations, or administrative services is preferred but not required.Demonstrated ability to anticipate stakeholder needs, exercise sound judgment, and take proactive action to support organizational goals and leadership priorities.Additional InformationThis position requires regular, on-site presence and is 100% on-site at USC's University Park Campus.Scheduling flexibility is required, including occasional overtime, evening and weekend work to support events and operational needs.Due to critical business operations and peak activity periods, certain blackout periods for vacation and time-off requests may apply.Candidates do not need a music background or performance experience to be successful in this role.Demonstrated ability to identify opportunities for process improvement, operational efficiency, student engagement, and program enhancement, and to bring forward thoughtful recommendations. Why USC?USC has excellent benefits, including health benefits for staff and their family, retirement plans, tuition assistance, professional development opportunities, and access to a vibrant campus community.We pride ourselves on being a great place to work and offer:Comprehensive health, dental, and vision coverageGenerous retirement benefitsTuition assistance for employees and eligible family membersProfessional development and career growth opportunitiesDiscounts to USC sporting events and campus activitiesAccess to a wide range of employee wellness programsSalary Hiring Range:The hourly base salary range for this position is $28.00 – $32.50 per hour.When extending an offer of employment, USC considers factors including experience, education, skills, internal equity, applicable laws, and organizational needs.Minimum Education: Bachelor's degree, Combined experience/education as substitute for minimum educationMinimum Experience: 2 yearsMinimum Field of Expertise: Directly related professional experience in program specialization, e.g., counseling or teaching.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 [phone], or by email at [e-mail]. Inquiries will be treated as confidential to the extent permitted by law.Notice of Non-discriminationEmployment EquityRead USC’s Clery Act Annual Security ReportUSC is a smoke-free environmentDigital AccessibilityIf you are a current USC employee, please apply to this USC job posting in Workday by copying and pasting this link into your browser:https://wd5.myworkday.com/usc/d/inst/1$9925/9925$153682.htmld