Academic Program Administrator

University of Southern California

1d•Onsite

About The Position

The Caruso Department of Otolaryngology Head and Neck Surgery is seeking an Academic Program Administrator for the Master of Science in Speech-Language Pathology (MS-SLP) Program. This role involves overseeing and coordinating specific functions of the graduate and undergraduate minor programs, including academic program administration, clinical placement administration, student credentialing, program accreditation, general administrative support, and budget management. Critical components of the role are routine interaction and support of graduate students while directly providing support to directors, faculty, and staff. This position is responsible for site-specific compliance, daily operations, and workflows to enhance program efficiency and service delivery. The ideal candidate thrives in an academic environment, demonstrates exceptional attention to detail, and enjoys working closely with students, faculty, and leadership. The position is full-time, 100% onsite.

Requirements

Bachelor’s degree in a related field
Strong interpersonal and communication skills
Excellent organizational and time management abilities
Ability to manage multiple priorities and meet deadlines
High level of discretion and confidentiality
Strong written communication and business correspondence skills
Ability to learn and manage multiple data systems and software tools
Demonstrated problem-solving skills and attention to detail
3 years of experience
Experience managing learning programs for adults
Proven ability to build and maintain positive relationships with stakeholders
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

Nice To Haves

Experience in higher education or academic program administration
Familiarity with accreditation processes, licensure, or credentialing requirements
Experience supporting clinical or healthcare-related programs
Knowledge of student information systems and data management tools
5 years working in higher education

Responsibilities

Manage and maintain student records across systems, ensuring compliance with university policies, accreditation standards, and FERPA regulations
Coordinate graduate admissions processes, including applicant communications, interview logistics, and onboarding
Track student progress toward degree and minor completion; ensure accurate updates in Student Information Systems (SIS)
Develop and maintain academic calendars, course schedules, and program documentation
Facilitate program-wide communications with students, faculty, and staff
Support curriculum updates and accreditation communications with relevant agencies
Coordinate course logistics including scheduling, room assignments, and materials
Support accreditation processes and reporting for organizations such as ASHA, CAA, and CCTC
Maintain accurate data and documentation required for accreditation compliance
Coordinate student credentialing processes, including training and communication
Collaborate with internal and external partners to ensure compliance with credentialing requirements
Update program websites and materials to reflect current accreditation standards
Support clinical placement operations and data management systems
Maintain records of clinical sites and contracts
Assist with student onboarding into placement systems
Coordinate stipend processing and support related events
Provide direct administrative support to program leadership
Schedule and coordinate meetings, reports, and communications
Maintain office operations, supplies, and workspace organization
Liaise with university departments and external partners
Ensure timely renewals of subscriptions and memberships
Assist in developing and tracking the annual program budget
Process reimbursements and reconciling purchasing transactions
Monitor program expenses