What are the responsibilities and job description for the Academic Program Specialist position at Keck School of Medicine?
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 Fellowship Programs (16-19 fellows). This position works closely with the fellowship Program Directors 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.
DESIRABLE QUALIFICATIONS:
Bachelor’s degree required
Experience in Graduate Medical Education preferred but not 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
RESPONSIBILITIES INCLUDE (but are not limited to) THE FOLLOWING:
Provides comprehensive administrative support to the Neurology Fellowship Program Directors and fellows.
Oversees all ACGME accreditation and compliance activities, including annual ADS updates, AAN/ABPN/AAMC reporting, and documentation management for licensing, credentialing, and verification.
Coordinates fellow recruitment via ERAS, SF match, and AAN —screens applications, schedules and manages 10 interview days, virtual and in-person open houses, and follow-ups.
Manages resident onboarding: ensures completion of licensure, and credentialing; orients new trainees to hospital systems (Orchid, Synapse, MyEvaluations, AMION, QGenda).
Supports daily fellowship administration—updates AMION schedules, generate and ensure completion of fellow and faculty evaluations, processes reimbursements, maintains event RSVPs, didactics, runs Zoom for lectures and fellowship meetings.
Coordinates rotations and credentialing across partner hospitals (Keck, CHLA, Rancho); ensures timely documentation submission to GME and hospital credentialing offices.
Prepares fellowship verification and annual program reports for AAN, ACGME, CNPD, and the California Medical Board; maintains electronic filing and evaluation systems in MyEvaluations.com.
Attends Institutional Program Coordinator meetings monthly, attends and schedules meetings with Program Director, APDs, and fellows
Assist with fellowship reimbursements, vacation requests, and schedule changes.
Provides faculty and program evaluation support, develops and analyzes surveys, and compiles biannual evaluation reports.
Demonstrates proficiency with AAN, ACGME, ABPN, AAMC, ERAS, SF Match, AMION, QGenda, California Medical Board systems, MyEvaluations.com, Thalamus, Microsoft Office Suite, Zoom, Teams, and DEA documentation tools.
The most qualified candidates will be contacted for an interview. Interested candidates must submit a cover letter, resume, and the last two performance evaluations. Resumes will be accepted until the needs of the department are met.
This position is hybrid and employee must report to work at the USC Health Science Campus in Los Angeles, CA when scheduled. Work hours may be subject to change depending on business needs.
The hourly budgeted range for this position is $32.43 - $37.50. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate's work experience, education/training, key skills, internal peer equity, federal, state and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.
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Salary : $32 - $38