Program Assistant

Job Title: Academic Program Specialist / Program Assistant

Location: Los Angeles, CA 90033 - Onsite

Duration: 5 Months (Possible Extensions)

Schedule: 8AM - 5PM or 9AM - 6PM | Mon-Fri | 40 Hours per Week | 8 Hours per Day

XXXX: XXXXXXXXXXX - XXXXXXXXXXX/hr. W2

Parking: Not Provided (At Candidate Cost)

Position Overview


Seeking an experienced Academic Program Specialist / Program Assistant to provide administrative, operational, and program support for academic initiatives. This role supports program development, coordination, scheduling, documentation, stakeholder communication, and day-to-day operations to ensure successful execution of academic programs and departmental objectives.


The ideal candidate will have strong administrative, program coordination, organizational, and communication skills with the ability to support multiple projects in a fast-paced academic environment.

Key Responsibilities


Academic Program Support

• Assist with planning, coordinating, and implementing academic program services and activities.
• Support academic program development, execution, and ongoing operational activities.
• Coordinate program schedules, meetings, events, and departmental activities.
• Maintain academic program records, documentation, and reporting requirements.
• Track program milestones, deadlines, and deliverables.

Administrative & Operational Support

• Provide administrative support to managers, faculty, and program teams.
• Prepare reports, presentations, correspondence, and meeting materials.
• Manage calendars, appointments, meeting coordination, and logistics.
• Maintain accurate records, databases, and program files.
• Process departmental documentation and assist with operational workflows.
• Monitor and organize program-related information and communications.

Coordination & Communication

• Serve as a point of contact for program participants, faculty, staff, and stakeholders.
• Coordinate communication among internal departments and external partners.
• Assist with responding to inquiries and providing program-related information.
• Support team collaboration and cross-functional initiatives.

Documentation & Reporting

• Prepare and maintain reports, spreadsheets, and tracking tools.
• Assist with data collection, analysis, and program performance reporting.
• Ensure documentation accuracy and compliance with organizational requirements.
• Support continuous improvement of administrative and operational processes.

Required Qualifications

• Experience in Administrative Support, Program Coordination, Academic Support, Operations Support, or Project Coordination.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Experience managing calendars, meetings, records, and documentation.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Ability to work independently and collaboratively within a team environment.
• Strong attention to detail and problem-solving skills.

Preferred Qualifications

• Experience supporting academic programs, higher education institutions, healthcare administration, or university environments.
• Experience with project coordination, event coordination, or program administration.
• Knowledge of academic operations and student/faculty support functions.
• Experience maintaining databases, reports, and program documentation.

Work Environment

• 100% Onsite in Los Angeles, CA.
• Business Casual dress code.
• No patient contact.
• No driving required.
• No HIPAA training required.
• No work involving minors.