Academic Program Administrator

Academic Program Administrator USC Marshall School of Business Department of Data Science and Operations This position will provide day-to-day administrative support to the Data Sciences and Operations Department (DSO) and Artificial Intelligence for Business (BUAI) program. The position interacts with staff, students, faculty, and guests. The successful candidate will be detail oriented, possess strong problem solving/organizational skills and be able to exercise independent judgment and initiative. Exceptional hospitality is key to this position. Responsibilities and Duties Collaborates, communicates, and meets regularly with program leaders such as the BUAI Program Manager, BUAI Academic Director, and DSO Operations Manager Manages logistics and facilitates meetings with faculty, guest speakers, board members, and industry collaborations that create applied learning opportunities for students and faculty. Conceptualizes, designs, plans, and executes academic and co-curricular events that advance student engagement, retention, and cohort development from idea generation through assessment, that intentionally integrate academic rigor, professional development, and community building. Events include but are not limited to summits, conferences, seminars, informational panels, career-related panels, professional development programs, offsite visits, academic conferences, and presentations from guest speakers. Checks and reports on the progress of an event, processing permits, researching and securing rooms and venues, mapping layouts, outlining a timeline and schedule, ordering catering, purchasing event supplies, setting up registration forms, collecting RSVPs, identifying audio/video/electrical/technological needs, reserving parking, requesting janitorial/housekeeping services, determining staffing needs, assigning responsibilities to support staff and volunteers, attending and monitoring events, returning equipment, conducting post-event evaluations, etc. Identifies academic support gaps and designs solutions, including tutoring programs, recruiting/coordinating tutors and outcomes. Manages BUAI program budgets, forecasting, and financial planning. This includes pre-approvals, reimbursements, invoices, and student worker payroll. Serves as a strategic advisor to BUAI student officers and MAIA student organization, guiding decision-making, and supporting effective organizational operations. Develops and produces program communications by creating marketing materials, newsletters, and public-facing website content aligned with program goals and brand. Coordinates distribution of academic and department program materials, by promoting programs and information in alignment with university communications standards and procedures via email, flyers, social media, etc. Identify target groups, design materials/invitations, and schedule the sending or posting of announcements. Collects and analyzes student feedback and program/department data to inform continuous improvement, translating insights into actionable changes to programming and student experience. Research relevant student academic programing for development and expansion of student resources at USC. Supports student travel and off-site programming, including application processes, waivers, and trip scheduling. (May travel with students.) Acts as student/faculty/staff point of contact for BUAI program and responds/coordinates responses to information requests. Manages BUAI Incubator. BUAI Builder Hub including but not limited to proposals, program governing board, project deliverables, and coordinating projects. Performs a variety of administrative and general office duties. Due to the nature of responsibilities, this role requires occasional work in the evenings and weekends. Preferred Qualifications Experience in a higher education environment, preferably in the area of business. · Strong knowledge of Microsoft Office applications, Google Docs, Google Forms. · Experience in utilizing technologies and/or platforms (e.g., Concur, Excel, Instagram, JotForm, Qualtrics, Canva) · Knowledge/experience interacting and communicating with senior administration/faculty/students or equivalent. · Directly related program management experience. · Ability to follow through with assigned tasks within established time-frames and with minimal supervision; exceptional focus on attention to detail and accuracy. · Exceptional written and verbal communication skills. · Strong knowledge and understanding of event logistics and event publicity · Strong written and oral communication skills · Excellent interpersonal skills to engage with multiple constituents including senior administrators, faculty, and students. · Ability to be flexible and adaptable in the face of changing priorities and fluctuating workloads Desired Skills and Experience Strong organizational, written/oral communication, and relationship-building skills. Prior experience in office management. Prior experience in seminar/event planning and execution. Natural inquisitiveness and persistency, the ability to draw on various sources to investigate issues and identify solutions. Experience with customer service. Comfortable working with Microsoft SharePoint. Experience working with Adobe Creative Cloud and Canva a plus. Minimum Qualifications · Minimum Education: Bachelors degree · Minimum Experience: 3 to 5 years working in higher education Anticipated Hiring Range: The salary range for this position is $75,089.46 - $111,627.59. 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 candidates 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. Required Documents and Additional Information Resume and cover letter required (may be uploaded as one file). Please do not submit your application without these documents. Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled any time after the minimum posting period has ended, so please apply on the same business day if interested. USC has excellent benefits, including health benefits for staff and their family with access to the renowned university medical network; eligibility for retirement plans with employer contributions*; tuition benefits for staff and their family; free Professional Development classes; central Los Angeles location with easy access to commuter trains, buses and free tram pick up services; discounts to sporting and other campus events. Why join the USC Marshall School of Business? The USC Marshall School of Business is ideally positioned to address the challenges of a rapidly changing business environment and is ranked as one of the countrys top schools for accounting, finance, marketing, consulting, entrepreneurship and international business studies. USC Marshall builds on unique opportunities that stem from its Los Angeles location on the Pacific Rim, its interdisciplinary and impactful research, the momentum generated by the University of Southern California, and the unparalleled engagement of the Trojan Alumni Family. With ready access to industries defining the new business frontier, including biotechnology, life sciences, media, entertainment, communications and healthcare, this vast network offers USC Marshall graduates exceptionally strong support for success in the global marketplace. For more information on the USC Marshall School of Business, visit: www.marshall.usc.edu. . USC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy. USC observes affirmative action obligations consistent with state and federal law. USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations, including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance, and with due consideration for patient and student safety. Please refer to the Background Screening Policy Appendix D for specific employment screen implications for the position for which you are applying. We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at (213) 821-8100, or by email at uschr@usc.edu. Inquiries will be treated as confidential to the extent permitted by law. Notice of Non-discrimination Employment Equity Read USCs Clery Act Annual Security Report USC is a smoke-free environment Digital Accessibility If you are a current USC employee, please apply to this USC job posting in Workday by copying and pasting this link into your browser: https://wd5.myworkday.com/usc/d/inst/1$9925/9925$150177.htmld USC is a leading private research university located in the heart of downtown Los Angeles a global center for arts, technology and international business. As the largest private employer in the city responsible for more than $5 billion annually in economic activity in the region we offer the opportunity to work in a dynamic and diverse environment, in careers that span a broad spectrum of talents and skills. As a USC employee, you will enjoy excellent benefits and perks, and you will be a member of the Trojan Family - the faculty, staff, students and alumni who make USC a great place to work. Application help If you need assistance during the application process, see our application help. (If you already work for USC, see Your USC career.) At any point you may also contact our HR Service Center for help at (213) 821-8100 or uschr@usc.edu. Don't see the dream job you are looking for? Drop off your contact information and resume and we will reach out to you if we find the perfect fit!