Division Administrative Assistant

Description

The Department of Medicine is seeking to hire a motivated Division Administrative Assistant to oversee front office operations and duties for the Division of Cardiology. Responsibilities include coordinating schedules, managing dosimeter badges, organizing events, processing service requests, handling mail and supplies, supervising student workers, and providing administrative support to faculty and administrators. The role also involves managing office equipment, triaging calls, and composing various documents. A key aspect of this role involves proficiently composing, typing, editing, and formatting various documents, including correspondences, manuscripts, grant proposals, reports, tables, and slides. You'll demonstrate your ability to initiate responses to routine correspondence on behalf of the Division, ensuring grammatical accuracy and professionalism in all communications. This is a multifaceted position where adaptability and attention to detail are essential.

Hourly range: $28.23-$40.44Qualifications

REQUIRED

• Demonstrated analytical skills to prioritize and organize projects through multiple phases.

• Ability to meet deadlines and to follow through on multiple tasks simultaneously with careful attention to detail and with minimal supervision.

• Demonstrated typing and word processing skills to prepare correspondence, reports, technical manuscripts and other documents with speed and accuracy.

• Demonstrated skill in using personal computer and specialized software to prepare complex graphs, flow charts, slides, etc.

• Demonstrated knowledge in using MS Office Suite: Excel, Word, Access, Outlook & PowerPoint

• Demonstrated writing skills to independently compose business and research correspondence and meeting minutes into final form.

• Ability to monitor and track progress/projects by using good follow through initiatives.

• Math skills sufficient to process reimbursement forms and read data from statistical outputs.

• Working knowledge of University policies, forms and procedures as it pertains to purchasing and travel.

• Ability to understand, interpret and relay policies.

• Ability to prepare spreadsheets with Excel and Access, and slide presentations on Powerpoint.

PREFERRED

• Some experience working in an office and managing multiple projects are preferred.

UCLA Health welcomes all individuals, without regard to race, sex, sexual orientation, gender identity, religion, national origin or disabilities, and we proudly look to each person's unique achievements and experiences to further set us apart.