Program Specialist - Fellowship Programs

University of Southern California • Los Angeles, CA

2d • $32 - $36

About The Position

The USC Alfred E. Mann School of Pharmacy Fellowship Programs seeks a Program Specialist to support operational delivery, execution, and coordination across fellowship recruitment, meeting logistics, program administration, and finances and budgets. The USC Mann Industry Fellowships provide multi-year postdoctoral training through interdisciplinary partnerships, joint academic and industry research projects, and collaborative training with industry partners.

The Program Specialist drives assigned tasks supporting fellowship deliverables, coordinates internal and external meetings, and supports fellows and programs throughout the fellowship lifecycle—from recruitment and onboarding to professional development, coursework, job search, offboarding, and graduation. The role maintains fellowship materials and records, supports alumni tracking and program assessment, monitors and reconciles budgets, processes financial transactions, and provides administrative support to program leadership and staff. The position reports to the Senior Director, Fellowship Programs and works closely with the Program Administrator and other internal and external stakeholders. The ideal candidate communicates and collaborates effectively, is proactive and solution-oriented, exercises good judgment, can work with ambiguity and limited supervision, and is customer/client-focused.

This is a six-month fixed-term position. The hourly rate range is $32.00–$35.50.

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 the 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 Microsoft Word, PowerPoint, and Excel.
• Experience with SharePoint.

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 Concur or Workday.
• Experience with SurveyMonkey, Qualtrics, Google Forms, or web-based surveys.

Responsibilities

• Drive assigned tasks supporting priority fellowship deliverables, communicate with internal and external stakeholders, follow up proactively, resolve issues, monitor progress, flag delivery risks, and propose solutions using project and risk management tools.
• 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, oversee and troubleshoot meeting delivery, and conduct and summarize feedback surveys.
• Support fellows and fellowship programs throughout recruitment, interviews and offers, 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, marketing materials, program information, application portal, interview and offer materials, and alumni tracking, engagement, outcomes, and program assessment records.
• Monitor and reconcile budget activity and process purchase orders, invoices, and expense reimbursements.
• Provide administrative support to Fellowship Program Directors and other Fellowship staff as needed.

What This Job Offers

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