Academic Program Administrator

The University of Southern California (USC), founded in 1880, is located in the heart of downtown L.A. and is the largest private employer in the City of Los Angeles. As an employee of USC, you will be a part of a world-class research university and a member of the “Trojan Family,” which is comprised of the faculty, students and staff that make the university a great place to work.  

As a community of Dornsife College “we are committed to the creation, preservation, and communication of fundamental knowledge in all its forms…as well as a lifelong passion for learning and a commitment to the betterment of society.”  The academic mission of Dornsife College can only be realized to its fullest potential when we build and protect a representative, equitable, inclusive culture of scholarship for students, faculty, and staff.  This is not done through initiatives but by embedding these values into the everyday interactions, relationships, policies, and practices of the College.  What is required is a seamless integration of the tenets of equity and inclusivity into every facet of academic life.  If we want our scholars, staff, and students to be able to give their very best, we must create an academic environment that portends success.  

Success is possible when every member of the Dornsife community owns their role as a steward of the culture in which we learn, research, and work; when we believe that it is because of who we are that we are able to do what we do: achieve excellence, together. 

Achieving a robust and inclusive academic culture requires more than just the completion of a task, but includes that person’s capacity to contribute positively to the relationships and culture of their office or department.  Therefore, any applicant seeking to advance the mission of Dornsife College should also be assessed on their capacities beyond the technical elements of their work, and demonstrate an understanding of their impact on others, and to articulate how they contribute positively to those around them.

The School of Philosophy at Dornsife College seeks to hire an experienced and detail-oriented individual for its Academic Program Administrator position. All administrative functions of the School of Philosophy, which include, but are not limited to, faculty affairs, class scheduling and staffing, budget administration, departmental website maintenance, event coordination, and graduate program management and advising are the responsibility of this administrator.

The ideal candidate should be proficient in Microsoft Office applications, and have knowledge of Adobe Suite, Concur, Workday Finance, and organizational scheduling. The candidate should also have strong verbal and written communication skills, be self-motivated, people-oriented, and capable of working both independently and as part of a team. 

This position includes the following specific responsibilities:

• Oversee, organize, monitor, and expedite the work flow within the department. 
• Serve as the staff supervisor for two full-time staff – hiring, providing training and day-to-day administrative support, reviewing time and coordinating with Dornsife Payroll.
• Collaborate with departmental leadership on departmental growth initiatives.
• Enter staffing into the schedule of classes; develops schedule in consultation with classroom scheduling and departmental leadership.
• Schedule faculty loads and special loads such as teaching in other departments (General Education, T.O.), and monitor course releases and sabbaticals.
• Enter all curriculum changes and additions into the online system.
• Assist with faculty affairs (recruitment, review, promotions, merit and student evaluations), and serve as the point of contact for policy and procedural questions.
• Assist with all budget and research accounts, expenditures for faculty.
• Oversee all aspects of PhD program as Staff Graduate Advisor – managing funding, degree progress, advising, applications, contracts, etc.
• Assist in faculty searches and appointment process: post jobs online, make travel arrangements, and find accommodation for finalists.
• Manage event logistics, including vendors, venues, food and beverage, and speaker compensation.
• Work with the following systems: SIS, Workday, CONCUR, and Jagger Marketplace

Salary range: The annual base salary range for this position is $77,883.71 - $85,716.12. 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 Documents and Additional Information:

• Resume and cover letter required (may be uploaded as one file).
• Job openings are posted for a minimum of (5) five business 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 after six months of employment; 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.

Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.

The University of Southern California is an Equal Opportunity Employer that Values Diversity.

Minimum Education: Bachelor's degree. Combined experience/education as substitute for minimum education Minimum Experience: 3 years. Combined experience/education as substitute for minimum experience Minimum Field of Expertise: Experience managing learning programs for adults. Proven ability to build and maintain positive relationships with stakeholders. Demonstrated experience in management/leadership roles, building and maintaining relationships with domestic and international stakeholders. Proven budget oversight and planning experience. Outstanding interpersonal, oral, and written communication skills, with exemplary attention to detail. Experience in higher education and/or customer service. Proven ability to plan, implement, and coordinate program logistics. Demonstrated database/data entry experience. Proven project management and problem solving skills, able to handle multiple timelines, changing priorities, and fluctuating workloads.