Academic Program Assistant – (Los Angeles, California, United States)

Academic Program Assistant

Dornsife College of Letters, Arts and Sciences

Los Angeles, California

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 USC Dornsife Office of Overseas Studies is seeking an Academic Program Assistant to join its team. Overseas Studies offers students in USC Dornsife and other USC undergraduate schools the opportunity to study abroad on a wide variety of programs around the world.

ATTENTION:  Applicants must upload a cover letter and a resume to be considered for this position.

Responsibilities:

  • Provides general information to prospective study abroad students on the available study abroad programs, eligibility requirements, the application process, funding sources, and program costs. Interacts with and provides program information to parents.
  • Manages busy front office. Screens and prioritizes incoming calls and email; responds to or routes inquiries as appropriate.
  • Hires, trains, schedules, and supervises team of student workers.
  • Processes invoices from large number of host institutions and other suppliers using Workday Finance, including initiation of international wire transfers, tracks payment, manages billing adjustments, and arranges supplier onboarding.
  • Arranges with internal offices and outside vendors for purchases of goods and services, including office equipment and supplies, event and catering services, and promotional materials. Researches costs. Monitors budget expenditures.
  • Coordinates program services and/or activities. Schedules meetings and events. Takes the lead in organizing events such as campus-wide study abroad fairs, information sessions, pre-departure orientations, and welcome back events. Manages on-the-ground logistics such as venue or classroom scheduling, event set-up and breakdown, attendance, audiovisual setup, and catering. Ensures satisfactory follow through on assigned areas of responsibility. 
  • Manages key aspects of study abroad application process in Terra Dotta Systems and monitors task completion by accepted applicants.
  • Manages several databases including main student database and overseas course history database. Handles initial processing and tracking of study abroad transcripts.
  • Assists in production, distribution, and web posting of program information and materials. Produces flyers. Assists with creating, editing, and updating content for the Overseas Studies website and related online platform. Assists in production of multimedia materials such as slide presentations and video clips. Assists with social media promotion by creating posts and stories. Manages extensive image library. Manages photo and film clip contest. Uses WordPress, Canva, Facebook, Instagram, Qualtrics, and Lightroom, among other programs or platforms.

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

Required Knowledge, Skills, and Abilities:

  • Excellent interpersonal, oral, and written communication skills for interacting with both domestic and international stakeholders
  • Demonstrated attention to detail
  • 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

Preferred Qualifications:

  • Office management experience
  • Customer service experience
  • Full-time experience in a student services or student programs office, including supervising student workers
  • Strong ability to work both independently and as part of a small team
  • Strong organizational skills
  • Experience with event planning
  • Experience with invoice processing and budget tracking
  • Advanced experience with Microsoft Office, Google, and Adobe suites
  • Experience with WordPress, Canva, Terra Dotta Systems, and Qualtrics
  • Demonstrated interest in different cultures, world geography, and international affairs

Hourly range: $24.73 – $27.05.  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.

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: 0-6 months Minimum Field of Expertise: Excellent interpersonal, oral, and written communication skills for interacting with both domestic and international stakeholders. Demonstrated attention to detail. 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.

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