Academic Program Assistant

University of Southern California•Los Angeles, CA

1d•Hybrid

About The Position

The USC Department of Psychiatry and the Behavioral Sciences is seeking an Academic Program Assistant to support the administration of the USC/LA General Medical Center (LAGMC) joint psychiatry training programs. This role will serve as the lead coordinator for the Consultation-Liaison Psychiatry Fellowship and will provide essential operational and administrative support to the Psychiatry Residency Program and Child and Adolescent Psychiatry Fellowship in partnership with program leadership. The ideal candidate is proactive, detail-oriented, and highly organized, with the ability to manage multiple priorities in a fast-paced academic environment while maintaining a professional and welcoming demeanor.

Requirements

Bachelor’s degree or combined experience/education as a substitute.
Experience in higher education, academic administration, and/or customer service.
0-6 months of 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

Bachelor’s degree and/or TAGME certification.
At least 1 year of relevant experience.
Experience in graduate medical education, higher education administration, or student services.
Strong interpersonal, written, and verbal communication skills.
Strong attention to detail and organizational skills.
Ability to plan, implement, and coordinate program logistics.
Experience with database management and data entry.
Effective problem-solving and project coordination skills.
Ability to manage multiple deadlines, shifting priorities, and competing demands.
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

Coordinate day-to-day administrative operations and ensure compliance with ACGME, ABPN, DEA, Medical Board of California, and institutional requirements for the Consultation-Liaison Psychiatry Fellowship.
Manage trainee scheduling (Amion) and maintain accurate rotation schedules for the Consultation-Liaison Psychiatry Fellowship.
Administer MyEvaluations, including assigning and tracking evaluations, maintaining trainee records, onboarding documentation, and generating reports for the Consultation-Liaison Psychiatry Fellowship.
Support curriculum implementation and coordinate key program events (e.g., orientation, retreat, graduation, annual review, board review) for the Consultation-Liaison Psychiatry Fellowship.
Coordinate recruitment, onboarding, and offboarding processes, including interview logistics, communications, application materials, and NRMP rank list support for the Consultation-Liaison Psychiatry Fellowship.
Support required submissions and compliance tracking in coordination with GME, including health clearances, training modules, and reporting requirements for the Consultation-Liaison Psychiatry Fellowship.
Provide administrative support to program leadership, including scheduling meetings, preparing materials, taking minutes, and managing communications for the Consultation-Liaison Psychiatry Fellowship.
Coordinate meetings for fellows, faculty, and program committees (e.g., Clinical Competency Committee, program meetings) for the Consultation-Liaison Psychiatry Fellowship.
Maintain and update required program data across systems (e.g., ACGME WebADS, ERAS, FREIDA) and manage ACGME surveys for the Consultation-Liaison Psychiatry Fellowship.
Assist with trainee reimbursements, time-off tracking, badging, and day-to-day program operations in collaboration with GME offices for the Consultation-Liaison Psychiatry Fellowship.
Perform other related duties as assigned.
Manage trainee scheduling (Amion) and resolve scheduling conflicts, including coordination with other residency programs for the Psychiatry Residency Program.
Administer MyEvaluations, including tracking evaluations, maintaining records, monitoring onboarding completion, and supporting lecture attendance tracking for the Psychiatry Residency Program.
Generate and distribute routine evaluation reports (monthly, quarterly, and semi-annual) and support reporting for Program Evaluation Committee and Clinical Competency Committee for the Psychiatry Residency Program.
Maintain and update evaluation tools and forms for the Psychiatry Residency Program.
Coordinate recruitment activities, including virtual interview logistics and communications with faculty and applicants for the Psychiatry Residency Program.
Support onboarding processes, including coordination with GME for trainee accounts (e.g., Medmail, USC ID) for the Psychiatry Residency Program.
Assist with scheduling and coordination of didactics and program meetings for the Psychiatry Residency Program.
Partner with program leadership and GME to review scheduling, evaluations, and program processes for the Psychiatry Residency Program.
Manage trainee scheduling (Amion) and maintain rotation schedules for the Child and Adolescent Psychiatry Fellowship.
Administer MyEvaluations, including assigning and tracking evaluations, maintaining trainee records, and generating reports for the Child and Adolescent Psychiatry Fellowship.
Maintain onboarding documentation and monitor completion of required onboarding tasks for the Child and Adolescent Psychiatry Fellowship.
Coordinate with program leadership and other coordinators to ensure timely completion of program requirements for the Child and Adolescent Psychiatry Fellowship.