Academic Program Assistant

The Viterbi School of Engineering's Information Technology Program (ITP) seeks a dynamic and organized Academic Program Assistant to join our team. This new position aims to alleviate operational pressures by supporting a broad range of administrative and programmatic tasks. The ideal candidate will play a pivotal role in enhancing the program's efficiency through meticulous management of academic activities, student worker hiring and onboarding, compliance with university policies, and facilitation of program events. By ensuring seamless operational workflows and contributing to the development of training materials, the Academic Program Assistant will be instrumental in advancing the educational mission of ITP.

Responsibilities:

• Oversee and assist with academic program activities, including scheduling, coordinating meetings, and facilitating the hiring process.
• Manage the student worker hiring timeline, from setting internal deadlines to completing onboarding processes, while maintaining accurate program records.
• Serve as an I-9 verifier, handle audit issues, and assist with the SSN application process for international stakeholders, ensuring compliance and up-to-date records.
• Communicate biweekly timekeeping policies to student workers, approve timesheets in Workday, and address any policy violations or pay issues.
• Contribute to the creation and dissemination of student worker training materials, acting as a resource for programmatic knowledge.
• Assist in event planning and coordination, from retreats to academic gatherings, ensuring compliance with policies and effective vendor liaison.
• Support travel arrangements, adhere to budget and policy guidelines, and manage routine financial transactions with attention to detail.
• Draft and coordinate the production and distribution of program communications, including newsletters and academic notifications.
• Address general maintenance, health, safety, and facility concerns, ensuring a safe and conducive working environment.
• Monitor training completions, identify training needs, and assist in the development and implementation of new modules.
• Undertake additional administrative and clerical duties to support the overall success of the program.

This role requires a proactive, detail-oriented individual with strong organizational and communication skills, capable of multitasking and meeting deadlines in a fast-paced environment.

This position is on a hybrid schedule with 4 days on campus and one day remote.

The hourly rate range for this position is $24.62 - $27.59. 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 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.

Required Applicant Documents

- Resume/CV

- Cover Letter

These documents may be submitted as one PDF.  Applications will not be considered complete without these documents.

Minimum Education: Bachelor's degree Addtional Education Requirements Combined experience/education as substitute for minimum education Minimum Experience: 3 years Minimum Skills: Secretarial or specialized clerical and administrative experience. Preferred Education: Bachelor's degree Preferred Experience: 4 years