Job Abstract

The Semel Institute is seeking to hire a full time Blank Assistant 3 to compete the duties of a Training Programs Assistant. In this role you will perform crucial administrative functions for the Semel Institute for Neuroscience and Human Behavior – Graduate Medical Education Programs. Duties and tasks will include some combination of the following items on a daily basis.

• Assist program administrators with the administration of the training programs.
• Use Bruin Buy, Concur, EMPAC, and Pre-Trip Authorization system to prepare and track UCLA forms for check requests, limited value orders, purchasing and travel requests as needed.
• Process and see through completion reimbursements for all house staff and program administrative staff.
• Ordering of catering for all educational and programmatic activities.
• Arrange and set up audio-visual equipment for multiple weekly, seasonal, and special events.
• Coordination of programmatic and educational activities.
• Assist with the coordination of didactics and seminars, including weekly didactics, lunchtime talks, fellowship seminars, concentration seminars.
• Assist with all new hire/new trainee administrative needs.
• Help staff various meetings concerning all programs by transcribing minutes, coordinating agendas, booking appropriate rooms, and sending reminders.
• Compose letters, forms, and/or charts according to defined standards and using appropriate formatting.
• Assist with special events: orientation, graduation, and residency and fellowship recruitment activities.
• Answer and assist trainees with questions and inquiries.
• Duplicate and prepare materials for distribution by mail, email, and fax, including creating copies, handouts, and other relevant materials as needed.
• Assist with the proctoring of exams.
• Maintain electronic files as requested.
• Other duties and projects as assigned.

1. Excellent writing skill in the preparation of minutes, letters, and other correspondence, using proper grammar, spelling, punctuation and syntax, and typing skills with speed and accuracy required.
2. Skill in speaking clearly and distinctly using appropriate vocabulary and grammar to obtain and convey information to individuals at various organization levels.
3. Ability to establish and maintain cooperative working relationships with other staff members.
4. Working knowledge of University accounting forms and procedures to accomplish standard departmental accounting transactions, preferred.
5. Skill in setting priorities, in consultation with the Administrator, which accurately reflect relative importance of job responsibilities, and ability to work concurrently on several projects.
6. Skill in working independently and following through on assignments with minimal direction.
7. Ability to communicate effectively, both orally and in writing, with Directors, senior level administrators, academicians and all others concerning a wide range of complex organizational and administrative issues.
8. Ability to initiate, respond, complete and follow up on special requests and projects independently.
9. Flexibility to move from one task to another based on changing priorities and frequent interruptions.
10. Skill in working as part of a professional team, collaborating with colleagues.
11. Demonstrated ability to maintain multiple calendars and schedules with complex logistics involving services such as travel, housing, catering, meetings,
appointments, and conferences.
12. Prior experience in meeting or conference planning preferred.
13. Knowledge of ACGME, RRC, and GMEC policies and requirements, preferred.
14. Ability to work well under pressure.
15. Excellent knowledge of Microsoft Word, Excel, Outlook, and PowerPoint.