Academic Program Assistant Jobs in California (NOW HIRING)

The Fellowship Program Assistant supports the administration of graduate medical education (GME) fellowship programs within the Department of Medicine. Working closely with program leadership and education staff, this role helps ensure the smooth day-to-day operation of fellowship programs by coordinating program logistics, maintaining program data and documentation, and supporting trainees throughout their training experience.

This position offers broad exposure to academic medicine and graduate medical education administration. The Fellowship Program Assistant plays an important role in coordinating educational events, supporting trainee onboarding and employment processes, maintaining program records, and monitoring key compliance activities. The role also provides opportunities to contribute to program operations through event planning, process coordination, and project support.

The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple tasks and timelines. Strong communication and interpersonal skills are essential, as the role regularly interacts with faculty, fellows, and institutional partners. Candidates who enjoy coordinating events, managing logistics, maintaining accurate records, and supporting complex programs will thrive in this environment.

This position is well suited for individuals interested in building a career in higher education administration, healthcare administration, or graduate medical education, and serves as a strong foundation for advancement into roles with increasing responsibility within the field.

Key qualities for success in this role include:

• Strong organizational skills and attention to detail

• Ability to coordinate logistics and plan events across multiple stakeholders

• Project management and task-tracking skills

• Clear and professional written and verbal communication

• Ability to manage multiple priorities and deadlines

• Comfort working with data, documentation, and administrative systems

• Interest in learning about academic medicine and graduate medical education

Required Qualification:

• Bachelor's degree in related area and /or equivalent experience/training 

• Basic knowledge of administrative analysis and operations research. Acquiring skills in developing and implementing processes and systems. Familiarity with the administrative and operational implications in a program.

• Communication skills; includes verbal, written and active listening. Service oriented and responsive to questions and requests. Ability to interact in a professional, resourceful, and courteous manner.

• Demonstrated interpersonal skills. Demonstrated ability to develop working relationships within department and with learners.

• Excellent organizational skills, analytical, and demonstrated attention to detail. Ability to work with extremely complex faculty calendars / schedules requires extremely well organized and detail oriented precision.

• Knowledge of educational technology and systems. Ability to troubleshoot and triages related technology issues.

• Investigative, data analysis, and reporting skills. Ability to generate computer reports, checking for errors, correcting and submitting accurate reports. Skills include entering, maintaining, extracting, and analyzing data in electronic systems.

• Willingness to adopt AI tools to improve workflow efficiency.

Preferred Qualification:

• Event planning experience.

10% - Provides ongoing support to fellows throughout their appointment. Ensure duty hour reporting is completed accurately and on time, which may require regular reminders to fellows and monitoring of compliance reports as required by the GME Office.

Works with faculty and fellows to ensure required online evaluations are completed in a timely manner to meet compliance requirements. Supports tracking of vacation requests and fellow schedules using systems such as MedHub, QGenda, or AMION. May assist with conference scheduling reminders and uploading recorded didactics or educational materials to shared program folders.

15% Maintains program files and data, which may include individual learner files and program accreditation documentation in accordance with relevant regulatory and University policies. Uses required fellowship systems to provide support to fellows and program directors (e.g., ERAS, MedHub, AMION, QGenda,Box, etc.).

Processes routine documentation and requests, which may include trainee verifications, jury duty letters, and maintenance of program documentation stored in shared systems.

10% Ensures administrative, financial and other program operations are compliant with accreditation standards, University policy, and other regulatory requirements. Prepares reports and follows up as necessary. 

30% Assists with logistics and coordination for program social events and educational activities (in-person and virtual settings), which may include recruitment and interview days, orientation, graduation, conferences, and other program activities. Responsibilities may include coordinating room reservations, ordering food or supplies, contacting vendors, and providing event support as needed.

35% Assists program management with operational components specific to the employment of learners, which may include assisting with trainee reimbursements, relocation documentation, meal card coordination, funding schedule tracking, moonlighting or one-time payments, and other administrative processes supporting fellowship program operations.