In this role, the Administrative Assistant III will support the department Vice Chairs within Family Medicine and complete day-to-day administrative tasks for assigned divisions/programs within this department. Major responsibilities include, but are not limited to: managing schedules and calendars for faculty, physicians, medical staff and fellows; scheduling meetings, coordinating events/visits and making travel arrangements; processing reimbursements and purchase orders; assisting with staff ... more details
General Information
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Work Location: Los Angeles, USA
Onsite or Remote
Fixed Hybrid
Work Schedule
Monday-Friday 8:00am-5:00pm
Posted Date
06/27/2024
Salary Range: $28.23 - 40.44 Hourly
Employment Type
2 - Staff: Career
Duration
Indefinite
Job #
17612
Primary Duties and Responsibilities
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In this role, the Administrative Assistant III will support the department Vice Chairs within Family Medicine and complete day-to-day administrative tasks for assigned divisions/programs within this department. Major responsibilities include, but are not limited to: managing schedules and calendars for faculty, physicians, medical staff and fellows; scheduling meetings, coordinating events/visits and making travel arrangements; processing reimbursements and purchase orders; assisting with staff and faculty recruitment, onboarding, off-boarding, and promotions including dossier updates; preparing and distributing monthly clinic and call schedules; assisting with research administration duties including grant proposal submissions; regularly run various department metric reports; sort mail, maintain inventory and order supplies for the Division office; submit facilities work orders and other infrastructure requests such as pager, phone service or IT support. You will also provide cross-training to other administrative staff as well as learn the duties of staff in other divisions/programs in order to provide back-up support when needed. You will be expected to train, assign, and monitor the work of clerical students and complete special administrative projects as needed.
Salary Range: $28.23 - $40.44/Hourly
Job Qualifications
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Required:
Commitment to providing world-class service to constituents.
Demonstrated ability to maintain confidentiality.
Excellent interpersonal and communication skills to convey information clearly, effectively, professionally, and diplomatically with faculty, staff, leadership, donors, sponsors, and the community.
Skill in performing a variety of duties, often changing from one task to another of a different nature, and under stress of frequent interruptions and/or distractions.
Ability to set priorities to complete work in a timely manner and adapt to frequent changes in fluctuating workload.
Skill in working independently and following through on assignments with minimal direction.
Working knowledge of Microsoft Word, Excel including formulas, and PowerPoint.
Skill in creating data spreadsheets and tracking expenses against budget.
Experience writing professional and edit grammatically correct, business correspondence, reports, and emails.
Skill in reading, interpreting, applying, and explaining policies and procedures.
Experience managing schedules and calendars.
Experience arranging meetings and events both in person and via zoom.
Ability to supervise, train, and assign work to student workers.
Ability to Lift 25lbs.
Ability to walk frequently between UCLA buildings and floors.
Preferred:
Working knowledge of administrative and business practices and procedures in a large-scale, complex organization, preferably in a university and/or clinical environment.
Knowledge of general accounting terms and principles.
Knowledge of University systems, policies and procedures related to purchasing, travel and reimbursements.
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