Job Location:
Los Angeles, CA – Health Sciences Campus

The Keck School of Medicine is seeking a Program Administrator to provide administrative support to the Provost Professor of Ophthalmology, Electrical Engineering, Clinical Entrepreneurship and Biomedical Engineering; Fred H. Cole Professorship in Engineering; Director, Institute for Technology and Medical Systems (ITEMS). TThe Keck School of Medicine is seeking a Program Administrator to provide administrative support to the Provost Professor of Ophthalmology, Electrical Engineering, Clinical Entrepreneurship he Program Administrator will possess a wide scope of responsibilities including but not limited to grants management, fiscal budgeting, staff recruitment and salary planning. The Program Administrator will maintain a system for electronic files, databases, website design and maintenance, oversee office and laboratory equipment maintenance, service contracts, supply requisitions and travel arrangements.  Incumbent will also support PI in correspondence and calendar maintenance.   

The Program Administrator will use various USC financial, payroll, and grants administration systems.  Experience in an academic institution and NIH/NSF grant administration preferred.

Job Summary:

Administers an academic, research, clinical or administrative program of the university. Plans and schedules program services. Administers program operations and administrative functions such as budget, policies, marketing, outreach, etc. Contributes to the design of program content, policies and strategic planning efforts. May oversee staff, students, volunteers, agency workers and/or resource employees.

Job Accountabilities include:

  • Participates with principal investigator(s) in the preparation of the administrative components of proposals within parameters of sponsored and non- sponsored research guidelines. Oversees and communicates submission process, both paper and electronic. Reviews documents for completeness and compliance.
  • Develops, prepares, and finalizes project budgets. Provides budget justification and completes payroll expense transfers when necessary in Workday system.
  • Serves as primary liaison and active partner between principal investigators, Office of Research Administration, research groups, and other departments.
  • Collaborates with Department of Contracts and Grants to ensure awards are set up properly, cost-sharing requirements are fulfilled and respond to sponsor inquiries.
  • Reviews and approves expenditures. Advises on post award spending and commitment activity. Oversees compliance related to fund and revenue.
  • Initiate and submit cost transfers.
  • Develops and communicates reports supporting project status. Creates effective forecasting and decision aids.
  • Participates in contract closeout process. Submits final reports and certificates.
  • Compiles information and documents needed for audit inquiries.
  • Understands, applies, and advises on University and government policies for projects.
  • Serves as a resource on subject area and overall technical resource to principal investigator and other ITEMS staff.
  • Participates in and contributes to process improvements. Leads other staff in group projects.
  • Provides general information to staff on personnel and payroll policies and procedures and complex issues.
  • Collaborate with HR during employee’s life cycle from recruitment and hiring to leave and termination – composing job announcements, placing advertisements, screening candidates, and in person interviews for positions.

Work Location:  Stevens Hall Neuroimaging

Percentage of Time: 100%

Work shift: 40 hours per week


Minimum Education:
Bachelor’s degree
Combined experience/education as substitute for minimum education
Minimum Experience:
3 years
Minimum Field of Expertise:
Directly related professional experience in area of program specialization.


USC is an equal opportunity, affirmative action 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 will consider for employment all qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring ordinance. 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 [email protected].  Inquiries will be treated as confidential to the extent permitted by law.

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