Academic Program Assistant

Keck Medicine of USC•Los Angeles, CA

1d•Hybrid

About The Position

The Department of Neurology is seeking a highly organized and motivated Academic Program Assistant to support the administration and daily operations of its ACGME-accredited Neurology Residency and Fellowship Programs, which include 24 residents and 16–20 fellows. This position works closely with the Academic Program Specialist (Program Coordinator) and Program Directors to provide administrative and operational support for the training programs. The successful candidate will provide clerical and organizational assistance to support program coordination and ensure effective communication among faculty, trainees, and program administrators. Responsibilities include trainee scheduling and tracking, calendar management, clerical support, follow-up on evaluations, and monitoring compliance materials.

Requirements

Bachelor's degree
Combined experience/education as substitute for minimum education
0-6 months experience
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

Experience in Graduate Medical Education
Excellent written and verbal communication skills, critical analysis, and organizational skills
Excellent interpersonal relationship and team building skills
Willingness to learn new software platforms and flexibility to adapt to changing program requirements
Strong problem-solving and networking skills

Responsibilities

Provide clerical and administrative support to the Academic Program Specialist, Neurology Residency Program Director, Neurology Fellowship Directors, trainees, and faculty.
Provide clerical and administrative support for Neurology Grand Rounds, including email communications, calendar invites, and required documentation for CME accreditation.
Assist the Program Coordinator with documentation required for ACGME accreditation and compliance, including annual ADS updates, AAN/ABPN/AAMC reporting, and collection of materials for licensing, credentialing, and verification.
Coordinate and prepare interview schedules for Neurology Fellowship programs.
Follow up with trainees to obtain required onboarding documentation and track completion of USMLE Step 3, DEA registration, licensure, credentialing, and access to institutional platforms (e.g., Orchid, Synapse, MyEvaluations, AMION, QGenda).
Support daily residency program operations, including updating QGenda schedules, sending calendar invitations, distributing reminders for didactic sessions, maintaining the fellowship vacation calendar, and managing event RSVPs.
Assist with communication and coordination between training sites (Keck, CHLA, Rancho, Kaiser), including tracking credentialing completion at each site.
Assist with training verification requests.
Attend monthly Institutional Program Coordinator meetings and assist with scheduling meetings for the Program Director, Associate Program Directors, and residents.
Send email reminders and calendar invitations to faculty and trainees for meetings, events, and required activities.
Provide evaluation support for non-ACGME accredited fellowships, including contacting patients by phone or email to request trainee evaluations when applicable.
Maintain proficiency with program management platforms including QGenda, MyEvaluations.com, Thalamus, and standard productivity tools such as Microsoft Office Suite, Zoom, and Microsoft Teams.
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.