Academic Program Specialist
About The Position
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
Requirements
- 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.
- 2 years. Combined experience/education as substitute for minimum experience
- 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.
Nice To Haves
- 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.
Responsibilities
- 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
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
