Program Specialist - Fellowship Programs

University of Southern California • Los Angeles, CA

1d

About The Position

The USC Alfred E. Mann School of Pharmacy Fellowship Programs seeks a Program Specialist to coordinate and support operational delivery across multiple aspects of its post-doctoral fellowship programs. The programs provide interdisciplinary, multi-year training through collaborative projects with industry partners and USC Mann.

The Program Specialist supports recruitment, meeting logistics, fellowship administration, and budgets. The role coordinates fellowship activities across each Fellow’s program lifecycle, maintains program materials and records, tracks deliverables and risks, and processes financial transactions. The Specialist works with the Senior Director, Fellowship Programs, the Program Administrator, Fellowship Program Directors and staff, and internal and external stakeholders. The position requires comfort working with ambiguity, sound judgment, and the ability to work with limited supervision.

This is a six-month fixed-term position. The hourly rate range is $32.00–$35.50. USC states that offers consider factors including the position’s scope and responsibilities, candidate experience and education, skills, internal equity, applicable laws, funding, and market and organizational considerations.

Requirements

• Bachelor’s degree or equivalent experience; combined experience and education may substitute for the minimum education requirement.
• At least 2 years of experience.
• Directly related professional experience in a program specialization, such as counseling or teaching.
• Experience in program coordination, higher education, or a related field.
• Strong organizational, communication, and stakeholder management skills.
• Proficiency with MS Word, PowerPoint, Excel, and SharePoint.
• Ability to work with ambiguity, exercise good judgment, and work with limited supervision.
• Demonstrated communication, teamwork and collaboration, solution orientation, proactivity, and customer/client focus.

Nice To Haves

• Experience supporting fellowship, residency, or academic programs.
• Familiarity with the pharmaceutical or biotechnology industry or clinical research environments.
• Experience with project management tools such as Trello, Asana, Excel dashboards, or Gantt charts.
• Budget tracking or financial operations experience, such as with Concur or Workday.
• Experience with SurveyMonkey, Qualtrics, Google Forms, or web-based surveys.

Responsibilities

• Drive completion of assigned tasks supporting priority Fellowship deliverables through effective communication, collaboration, proactive follow-up, and issue resolution.
• Use project and risk management tools, including dashboards, project plans, Gantt charts, and trackers, to monitor progress, flag delivery risks, and propose solutions.
• Coordinate internal and external meetings within defined scope, timelines, and budgets; develop agendas with stakeholder input; manage meeting time; organize logistics; liaise with vendors and speakers; facilitate and troubleshoot delivery; and develop, implement, and summarize feedback surveys.
• Support Fellows and the Fellowship program throughout recruitment, interviews and offers, program and industry partner onboarding and orientation, personal development planning, goal setting, quarterly reporting with industry partners, coursework registration, job search, offboarding, and graduation.
• Maintain and update Fellowship brochures, website content, marketing materials, program information, application portal and interview materials, offers, and alumni tracking, engagement, outcomes, and program assessment information accurately and on time.
• Monitor and reconcile budget activity and process financial transactions, including purchase orders, invoices, and expense reimbursements.
• Provide administrative support to Fellowship Program Directors and other Fellowship staff as needed.
• Work closely with the Senior Director, Fellowship Programs, the Program Administrator, and internal and external stakeholders.

What This Job Offers

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