Job Abstract

The Administrative Assistant II is responsible for all aspects of scheduling, Front Desk communications, and secretarial assistance to administrative staff. He/she is responsible for providing and maintaining an organized, smooth functioning and efficient office environment to ensure maximum services. He/she participates in setting, implementing, communicating, and maintaining standards of performance in each area.

1. Possesses working knowledge and ability to operate an IBM PC system, utilizing Windows program, and Excel.

2. Skill in editing correspondence for correct grammar, spelling and punctuation.

3. Skill in speaking clearly and distinctly using appropriate vocabulary and grammar.

4. Skill in confidentially establishing and maintaining subject files.

5. Typing skills for preparing business correspondence with speed (60-70 wpm) and accuracy.

6. Knowledge of standard business letter and table format.

7. Knowledge of standard business letter and table format.

8. Working knowledge of medical terminology.

9. Ability to establish and maintain cooperative working relationships with other employees.

10. Skill in setting priorities that accurately reflect importance of job responsibility.

11. Knowledge of and adherence to UCLA Medical Center and Department policies and procedures.

12. Knowledge of and adherence to organizational structure.

13. Ability to accept shift changes based on the needs of the Department.

14. Ability to respond to emergency calls; i.e., in case of a disaster.

15. Ability to operate a computer terminal, intra-communication system, and photocopier machine.

16. Ability to lift and carry boxes or packages up to 30 lb.

17. Ability to spend about 85% of the time sitting or walking, stooping, reaching up and down, handling objects, papers, equipment carefully and safely.

18. Ability to recognize when assistance/guidance is needed.

19. Functions within the scope of responsibility.

20. Ability to maintain professionalism in regards to personal presentation, behaviors, and communications.

21. Maintains patient privacy and confidentiality.

22. Knowledge of patient and family needs based on the patients' developmental and chronological age.

23. Ability to speak, write, and comprehend English.

24. Skill in appropriately, professionally and courteously interacting with scheduling coordinators, secretaries, surgeons, residents, health team members, and patient families.

25. Skill in organizing material and information in a systematic manner to maximize efficiency and minimize duplication of effort.

26. Maintains professionalism and tactfulness in applying scheduling protocols; must be flexible in adapting new protocols.

Ability to work in an environment with frequent interruptions and distractions