Academic Program Specialist

About the role

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

• 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, generates and ensures completion of fellow and faculty evaluations, processes reimbursements, maintains event RSVPs and 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.
• Assists 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.

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.

Pay

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.