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Description
The Division Administrative Assistant completes day-to-day administrative tasks for assigned divisions/programs within the Department of Pediatrics. Reporting to the Division Administrative Partner, 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 the renewal of CME and licensing/certification; coordinating credentialing & privileging; assisting with staff and faculty recruitment, onboarding, and off-boarding and promotions including dossier updates; preparing and distributing monthly clinic and call schedules; assisting with research administration duties including purchasing and grant proposal submissions; in conjunction with Finance team help track Division budgets including faculty allowances, resolve open encumbrances and other H&I items; provide administrative support to community practices including general admin support and billing; regularly run various Dept. metric reports; Sort mail, maintain inventory and order supplies for the Division office and 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 within the administrative cluster in order to provide back-up support when needed. Train, assign and monitor the work of clerical students. Complete special administrative projects as needed.
Pay Range: $29.42 - 42.14 Hourly
Qualifications
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; ability to 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 formula's, 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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