Academic Program Specialist

University of Southern California; Los Angeles, Northern (CA, KY); Hybrid; USD 40,000 - 47,000; Full time

Job summary

The University of Southern California (USC) invites applications for an Academic Program Specialist within Academic Innovation and Research Engagement (AIRE). This role partners with faculty, researchers, students, and staff to coordinate academic programming and day-to-day operations across a portfolio of research centers and institutes.

Responsibilities include coordinating events, preparing communications, supporting budget processes, and onboarding student workers.

Qualifications

• 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.

Responsibilities

• Coordinates and supports academic events, seminars, workshops, conferences, and guest lectures, including scheduling, logistics, travel arrangements, catering, and on-site event support.
• Prepares and distributes communications, newsletters, reports, presentations, and promotional materials to support research center activities and outreach.
• Supports the day-to-day operations of assigned research centers and institutes by coordinating meetings, maintaining records, responding to inquiries, and serving as a primary point of contact for faculty, researchers, students, and visitors.
• Assists with budget administration by monitoring operating budgets, processing financial transactions, tracking expenditures, reconciling accounts, preparing financial reports, and researching and resolving discrepancies.
• Coordinates the recruitment, onboarding, scheduling, and training of student workers.
• Performs other related duties as assigned or requested.

Skills

Interpersonal skills

Attention to detail

Program logistics

Database/data entry

Project management

Education

Bachelor's degree

Job description

The University of Southern California (USC), founded in 1880, is located in the heart of downtown L.A. and is the largest private employer in the City of Los Angeles. As an employee of USC, you will be a part of a world‑class research university and a member of the “Trojan Family,” which is comprised of the faculty, students, and staff that make the university a great place to work.

The USC Dana and David Dornsife College of Letters, Arts and Sciences is seeking an Academic Program Specialist to work in Academic Innovation and Research Engagement (AIRE). The largest and oldest of the USC schools, USC Dornsife functions as the academic core of the university, offering courses and advancing knowledge across the humanities, social sciences, and natural sciences.

Academic Innovation and Research Engagement (AIRE) supports the operations of affiliated academic research centers and institutes across the humanities, social sciences, and life sciences. Through its innovative shared services model, AIRE provides comprehensive expertise in academic programming, financial administration, event planning, communications, business operations, and administrative services.

We are seeking an enthusiastic professional to join the AIRE team by providing administrative and operational support to AIRE's research centers and institutes. The Academic Program Specialist will partner with faculty, researchers, students, and staff to coordinate academic programming, research activities, events, communications, and the day‑to‑day operations of a portfolio of research centers and institutes.

Through AIRE's collaborative service model, this position provides comprehensive administrative support to an assigned portfolio of research centers and institutes. The support functions include, but are not limited to:

• Coordinates and supports academic events, seminars, workshops, conferences, and guest lectures, including scheduling, logistics, travel arrangements, catering, and on‑site event support.
• Prepares and distributes communications, newsletters, reports, presentations, and promotional materials to support research center activities and outreach.
• Supports the day‑to‑day operations of assigned research centers and institutes by coordinating meetings, maintaining records, responding to inquiries, and serving as a primary point of contact for faculty, researchers, students, and visitors.
• Assists with budget administration by monitoring operating budgets, processing financial transactions, tracking expenditures, reconciling accounts, preparing financial reports, and researching and resolving discrepancies.
• Coordinates the recruitment, onboarding, scheduling, and training of student workers.
• Performs other related duties as assigned or requested.

Preferred qualifications

• 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.
• 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.

Minimum Education: Bachelor's degree. Combined experience/education as substitute for minimum education.

Minimum Education: Bachelor's degree. Combined experience/education as substitute for minimum education.

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 Experience: 2 years. Combined experience/education as substitute for minimum experience.

Minimum Experience: 2 years. Combined experience/education as substitute for minimum experience.

Minimum Field of Expertise: Experience in higher education and/or customer service.

Minimum Field of Expertise: Experience in higher education and/or customer service.

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.

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.

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.

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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.

The hourly rate range for this position is $28.88 - $33.82.

Work Arrangement: This is a 100% full‑time, on‑site/on‑campus position.

Inquiries will be treated as confidential to the extent permitted by law.

To support the well‑being of our faculty and staff, USC provides benefits‑eligible employees with a broad range of perks to help protect their and their dependents’ health, wealth, and future. These benefits are available as part of the overall compensation and total rewards package. You can learn more about USC’s comprehensive benefits here.

Performs other related duties as assigned or requested.