Academic Program Administrator

University of Southern California • Los Angeles, CA

12d • Onsite

About The Position

This position will provide day-to-day administrative support to the Data Sciences and Operations Department (DSO) and Artificial Intelligence for Business (BUAI) program. The position interacts with staff, students, faculty, and guests. The successful candidate will be detail oriented, possess strong problem solving/organizational skills and be able to exercise independent judgment and initiative. Exceptional hospitality is key to this position.

Requirements

• Minimum Education: Bachelor’s degree
• Minimum Experience: 3 to 5 years working in higher education

Nice To Haves

• Experience in a higher education environment, preferably in the area of business.
• Strong knowledge of Microsoft Office applications, Google Docs, Google Forms.
• Experience in utilizing technologies and/or platforms (e.g., Concur, Excel, Instagram, JotForm, Qualtrics, Canva)
• Knowledge/experience interacting and communicating with senior administration/faculty/students or equivalent.
• Directly related program management experience.
• Ability to follow through with assigned tasks within established time-frames and with minimal supervision; exceptional focus on attention to detail and accuracy.
• Exceptional written and verbal communication skills.
• Strong knowledge and understanding of event logistics and event publicity
• Strong written and oral communication skills
• Excellent interpersonal skills to engage with multiple constituents including senior administrators, faculty, and students.
• Ability to be flexible and adaptable in the face of changing priorities and fluctuating workloads
• Strong organizational, written/oral communication, and relationship-building skills.
• Prior experience in office management.
• Prior experience in seminar/event planning and execution.
• Natural inquisitiveness and persistency, the ability to draw on various sources to investigate issues and identify solutions.
• Experience with customer service.
• Comfortable working with Microsoft SharePoint.
• Experience working with Adobe Creative Cloud and Canva a plus.

Responsibilities

• Collaborates, communicates, and meets regularly with program leaders such as the BUAI Program Manager, BUAI Academic Director, and DSO Operations Manager
• Manages logistics and facilitates meetings with faculty, guest speakers, board members, and industry collaborations that create applied learning opportunities for students and faculty.
• Conceptualizes, designs, plans, and executes academic and co-curricular events that advance student engagement, retention, and cohort development from idea generation through assessment, that intentionally integrate academic rigor, professional development, and community building. Events include but are not limited to summits, conferences, seminars, informational panels, career-related panels, professional development programs, offsite visits, academic conferences, and presentations from guest speakers.
• Checks and reports on the progress of an event, processing permits, researching and securing rooms and venues, mapping layouts, outlining a timeline and schedule, ordering catering, purchasing event supplies, setting up registration forms, collecting RSVPs, identifying audio/video/electrical/technological needs, reserving parking, requesting janitorial/housekeeping services, determining staffing needs, assigning responsibilities to support staff and volunteers, attending and monitoring events, returning equipment, conducting post-event evaluations, etc.
• Identifies academic support gaps and designs solutions, including tutoring programs, recruiting/coordinating tutors and outcomes.
• Manages BUAI program budgets, forecasting, and financial planning. This includes pre-approvals, reimbursements, invoices, and student worker payroll.
• Serves as a strategic advisor to BUAI student officers and MAIA student organization, guiding decision-making, and supporting effective organizational operations.
• Develops and produces program communications by creating marketing materials, newsletters, and public-facing website content aligned with program goals and brand.
• Coordinates distribution of academic and department program materials, by promoting programs and information in alignment with university communications standards and procedures via email, flyers, social media, etc. Identify target groups, design materials/invitations, and schedule the sending or posting of announcements.
• Collects and analyzes student feedback and program/department data to inform continuous improvement, translating insights into actionable changes to programming and student experience.
• Research relevant student academic programing for development and expansion of student resources at USC.
• Supports student travel and off-site programming, including application processes, waivers, and trip scheduling. (May travel with students.)
• Acts as student/faculty/staff point of contact for BUAI program and responds/coordinates responses to information requests.
• Manages BUAI Incubator. “BUAI Builder Hub” including but not limited to proposals, program governing board, project deliverables, and coordinating projects.
• Performs a variety of administrative and general office duties.
• Due to the nature of responsibilities, this role requires occasional work in the evenings and weekends.

Benefits

• health benefits for staff and their family with access to the renowned university medical network
• eligibility for retirement plans with employer contributions
• tuition benefits for staff and their family
• free Professional Development classes
• central Los Angeles location with easy access to commuter trains, buses and free tram pick up services
• discounts to sporting and other campus events

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level