Program Assistant

The University of Southern California (USC), founded in 1880, is located in the heart of downtown Los Angeles and is the largest private employer in the City of Los Angeles. USC is consistently ranked among the nation’s most prestigious universities, and the USC Leonard Davis School of Gerontology features one of the world’s best degree and research programs in gerontology. The USC Leonard Davis School of Gerontology has an international reputation as a hub of aging research and with additional strong programs throughout the university, leads the way in defining and advancing the field of gerontology: https://gero.usc.edu

The Leonard Davis School of Gerontology and Andrus Gerontology Center are multidisciplinary in their research and curriculum goals. This recruiting effort seeks candidates from diverse backgrounds and cultures, including graduates in disciplines and professions such as epidemiology, neuropsychology, and health services. Additionally, opportunities are available for joint appointments with academic units across the USC Campus. Cluster hires in areas of interest are possible. We offer gerontology degrees at the bachelor's, master's, and doctoral levels. Faculty members teach at both graduate and undergraduate levels and supervise doctoral students in the Leonard Davis School and frequently oversee, qualified students from other USC schools and departments (e.g. Biological Sciences, Medicine, Engineering, Psychology, Sociology, Policy, and Planning). The Gerontology Enriching Medicine, Science, Technology, Engineering and Mathematics (GEMSTEM) to Enhance Diversity in Aging program integrates research, education, and professionalization for aging curious undergraduate scholars at the University of Southern California from underrepresented minority backgrounds. We are in search of a Program Assistant to join our team.  This role is responsible for assisting with the School’s GEMSTEM Program. Reporting directly to the GEMSTEM Program directors, the GEMSTEM Program Assistant will serve as the liaison between Student Services, the Business Office, Human Resources, and the Academic Office for all GEMSTEM Scholar work. 

The ideal candidate will have a strong understanding of Microsoft Office (Outlook, Word, PPT, and Excel), is an excellent communicator both oral and written, has great organization and coordinating skills, and has a strong attention to detail. Knowledge of and experience working in higher education, working with undergraduate students, and research experience in any field/discipline is preferred.

Roles and responsibilities to include but are not limited to:

• Act as the administrative point of contact for GEMSTEM programming.

• Tracking of metrics, achievements, and needs for students, mentors, and program activities and working with the business office to track spending, make budget projections, and ensure available resources are accurately reported.

• Curation and maintenance of program databases

• Ordering supplies for program operations

• Schedule and coordinate GEMSTEM meetings with GEMSTEM participants (may range from staff, student, or faculty events), take meeting minutes, and summarize.

• Work with directors to maintain a list of current faculty across USC that are actively looking for undergraduate researchers and inform applicants of research opportunities available.

• Assist with events, including planning (organizing catering, vendor set-up, coordinating with facilities management, arranging for guest and vendor parking, and event rentals) and implementation of activities.

• Regularly meet with students to check in on progress and needs.

• Assisting with all administrative responsibilities of our GEMSTEM program

• Coordinate GEMSTEM outreach with the lead administrative team and student contact(s)

• Recruitment and outreach: Booths, visit groups, contact course instructors, website submissions, email correspondence.

• Collect applications and compile information for review by program directors

• Organize and coordinate monthly Skills/Workshops monthly social engagements, and retreats.

• Maintains GEMSTEM records:

  • ​Listserv, develop and collect surveys, calendars, and reminders

  • Develop and update website content (i.e. Twitter account and other social media accounts)

  • Develop GEMSTEM alumni network

• Curate records for annual reports.

• Meet with GEMSTEM scholars semesterly to assess status

• Additional requirements include assisting in school operations as needed

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

This is a full-time hourly position with work expected fully on campus; a maximum of two days of remote work per week is possible, but must always align with program needs and operations. The work schedule would be M-F, (usual hours of operation with flexibility as needed; after-hours and weekends work is rare, but maybe occasionally required for events). Benefits include a competitive salary, and a rich array of USC benefits including healthcare (including dental and vision), 403(b), tuition reimbursement, national holidays, paid vacation, and more. This position is funded by a research contract/grant and may be funded by a subsequent contract/grant. Accordingly, your position is contingent upon receipt of the necessary funding from this or any subsequent contract/grant to continue employment.

The hourly rate range for this position is $23.33-$26.50. 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.

USC and the Leonard Davis School of Gerontology are committed to promoting inclusiveness and diversity, broadly defined, among our students, staff, and faculty. Thus, we seek candidates whose research, teaching, and /or service have prepared them to help us fulfill this commitment.If you are interested, please submit your completed application, including a cover letter and resume with contact information for three references. 

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 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.

Minimum Education: Bachelor's degree Additional Education Requirements Combined experience/education as substitute for minimum education Minimum Experience: 1 year Minimum Skills: Administrative support services