Academic Program Specialist

University of Southern California•Los Angeles, CA

2d•$30 - $38•Hybrid

About The Position

The Department of Neurology is seeking a highly organized and motivated Academic Program Specialist to support the administration and daily operations of its ACGME-accredited Neurology Residency Program (24 residents). This position works closely with the Program Director and serves as a key liaison between faculty, residents, and institutional partners. The successful candidate will provide comprehensive program coordination and logistical support, ensuring compliance with ACGME and institutional requirements. Responsibilities include resident scheduling, credentialing, onboarding, licensure compliance, recruitment activities (applications, interviews, and NRMP Match participation), and ongoing program administration. This role also serves as the primary point of contact with GMEC, ACGME, NRMP, AAMC, and AAN to ensure program operations meet all accreditation and regulatory standards.

Requirements

Bachelor’s degree required
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
Minimum Education: Bachelor's degree. Combined experience/education as substitute for minimum education
Minimum Experience: 2 years. Combined experience/education as substitute for minimum experience
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 Graduate Medical Education preferred but not required.

Responsibilities

Provides comprehensive administrative support to the Neurology Residency Program Director, Chief Residents, faculty, and residents.
Oversees all ACGME accreditation and compliance activities, including annual ADS updates, AAN/ABPN/AAMC reporting, and documentation management for licensing, credentialing, and verification.
Coordinates resident recruitment via ERAS and Thalamus—screens applications, schedules and manages 10+ interview days, virtual and in-person open houses, and follow-ups.
Manages resident onboarding: ensures completion of Step 3, DEA, licensure, and credentialing; orients new trainees to hospital systems (Orchid, Synapse, MyEvaluations, AMION, QGenda).
Supports daily residency administration—updates AMION schedules, generate and ensure completion of resident and faculty evaluations, processes reimbursements, maintains event RSVPs, orders food for didactics, runs Zoom for lectures, and distributes lecture recordings and announcements.
Coordinates rotations and credentialing across partner hospitals (Keck, CHLA, Rancho); ensures timely documentation submission to GME and hospital credentialing offices.
Prepares resident verification and program reports for AAN, ACGME, ABPN, and the California Medical Board; maintains electronic filing and evaluation systems in MyEvaluations.com.
Runs Neurology GMEC meetings, prepares and distributes minutes
Attends Institutional Program Coordinator meetings monthly, attends and schedules meetings with Program Director, APDs, and residents
Coordinates retreats, and manages moonlighting paperwork and resident reimbursements.
Provides faculty and program evaluation support, develops and analyzes surveys, and compiles biannual evaluation reports.
Demonstrates proficiency with AAN, ACGME, ABPN, AAMC, ERAS, AMION, QGenda, California Medical Board systems, MyEvaluations.com, Thalamus, Microsoft Office Suite, Zoom, Teams, and DEA documentation tools.
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.