Academic Program Coordinator, Academic Operations

University of Southern California•Los Angeles, CA

2d•$28 - $33•Onsite

About The Position

The USC Thornton School of Music is seeking a highly organized, detail-oriented Academic Program Coordinator to provide administrative, financial, and operational support for academic and programmatic activities. This position plays a critical role in ensuring the efficient coordination of curricular offerings, events, guest engagements, financial transactions, scheduling, and administrative operations. The position also supports the planning and coordination of recurring academic program activities and annual operational cycles to ensure the consistent delivery of program objectives in the Division of Contemporary Music. The successful candidate will be a proactive problem-solver with exceptional customer service skills, strong financial and administrative experience, and the ability to manage multiple priorities in a fast-paced environment. This role requires sound judgment, attention to detail, and the ability to work independently while collaborating effectively with faculty, staff, students, and external partners. The successful candidate will demonstrate initiative and take ownership of recurring responsibilities and annual processes, ensuring projects are carried through to successful completion. The individual will serve as a proactive administrative partner by anticipating needs, monitoring critical deadlines, maintaining operational continuity, providing timely reminders and follow-up, and contributing ideas that support program growth and excellence. This position is 100% onsite at USC's University Park Campus.

Requirements

Bachelor's degree or equivalent combination of education and experience.
Two or more years of progressively responsible administrative, operations, program coordination, or financial support experience.
Strong financial acumen, including budget tracking, invoice processing, and vendor management.
Advanced proficiency with Microsoft Excel, Google Workspace, Microsoft Office, Workday and other technology platforms such as SIS, Concur.
Strong organizational and project management skills.
Exceptional customer service orientation with a demonstrated commitment to responsiveness, professionalism, discretion, relationship-building, and delivering a high level of support to faculty, students, staff, alumni, guests, and external partners.
Demonstrated ability to manage projects and recurring annual processes through planning, execution, and follow-through.
Demonstrated ability to work independently, prioritize competing demands, and meet deadlines.
Excellent written and verbal communication skills.
Demonstrated ability to anticipate stakeholder needs, exercise sound judgment, and take proactive action to support organizational goals and leadership priorities.
Minimum Field of Expertise: 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

Experience in higher education, event coordination, business operations, or administrative services is preferred but not required.

Responsibilities

Provide comprehensive administrative support for academic and departmental operations while working closely with the Program Chair to support the implementation of program priorities and ongoing academic operations.
Coordinate meetings, events, guest visits, and special projects.
Maintain and proactively manage calendars, schedules, program timelines, and recurring annual program activities.
Facilitate communication among faculty, staff, students, and external partners.
Manage document preparation, correspondence, and records.
Support onboarding activities for faculty, guests, speakers, and other visitors.
Provide reporting each semester on faculty teaching duties and assignment of students to faculty studios; monitor changes in student enrollment in specified instructional activities.
Partner with the Program Chair to anticipate operational needs, monitor critical timelines, and support strategic priorities through proactive planning, communication, and follow-through.
Handle budget tracking, processing, and reconciliation.
Process to purchase orders, requisitions, invoices, and reimbursements.
Coordinate vendor setup and payment processing.
Monitor expenditures and maintain accurate financial records.
Support travel arrangements and expense reporting.
Generate financial and operational reports as needed.
Coordinate logistics for meetings, events, and special programs.
Manage guest scheduling, travel arrangements, and campus visits.
Support both on-site and off-site activities as required.
Oversee event planning and coordinate operational resources and services, delivering day-of support to ensure events run efficiently and effectively.
Maintain accurate records, databases, program documentation, and documentation of recurring annual processes to support continuity and consistent program operations.
Prepare reports and track key operational metrics.
Monitor deadlines and ensure timely completion of assigned processes.
Support data collection and reporting initiatives.
Demonstrated ability to identify opportunities for process improvement, operational efficiency, student engagement, and program enhancement, and to bring forward thoughtful recommendations.