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Administrative Specialist

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POST DATE 8/13/2016
END DATE 11/12/2016

University of California - Los Angeles Medical Centers Los Angeles, CA

Los Angeles, CA
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Entry Level (0 - 2 years)
Masters Degree


Job Title:
Administrative Specialist

UCLA Title:
Admin. Specialist

Job No.:

Work Hours:
M-F, 8a-5p

Work Location:
10945 Le Conte Ave, Los Angeles, CA 90024

Job Type:
Limited Appt

6 months

Minimum Salary:
$19.76 / $3438

Maximum Salary:
$38.93 / $6774

Layoff Referral Deadline:

Bargaining Unit:


The UCLA Blum Center on Poverty and Health in Latin America is seeking an Administrative Specialist for a new project that would lead to the creation of a strategic plan for a new research institute linked with a large nonprofit federally qualified health center network, with the mission of reducing health disparities through applied innovation and research. Under the supervision of the UCLA Blum Center s Founding Director, the Administrative Specialist will serve as the lead person to oversee the development and execution of this particular research project. This position requires a candidate who is able to manage multiple tasks at once, is able to work in an extremely fast-paced environment, and is interested in both the policy and empirical aspects of research. Working with a multidisciplinary team of researchers and graduate students, the Administrative Specialist will be responsible for implementing the objectives of this project. The Administrative Specialist must be adept at working independently, acting in a leadership role, and overseeing a diversity of activities related to this project.

Primary Duties and Responsibilities:

-Provide administrative support for day-to-day operations such as: answering incoming calls related to this project; responding to service problems, requests for information, supplies, responsible for all other follow-up calls, report printing and distribution.

-Coordinate program and leadership planning meetings, management and project calendars;

-Compose, edit, format and type professional correspondence, memoranda, reports, etc;

-Coordinate the project s activities and schedules;

-Develop and oversee, this research project s annual funding strategy, goals and activities

-Work closely with supporting staff for this research project to execute programmatic, development, research, and publication goals

-Draft, prepare and deliver correspondence on behalf of this research project to external stakeholders ensuring that all information is received in a timely manner.

-Submit periodic activity, status and summary reports to the director.

-Help coordinate this research project s program and leadership planning meetings, management and project calendars.

-Manage and conduct an on-going literature review on issues related to poverty and health in Latin America, and other related topics as assigned.

-Assist with other center related activities, such as administrative tasks and event planning tasks as needed.

-Work together with UCLA Blum Center leadership team to enhance the center by contributing to goal setting and overall center development.

-Ensure compliance with all requirements and deliverables of the project.

-Overall, ensure the UCLA Blum Center maintains its excellent reputation for outstanding quality with regard to this research project.



The individual must be able to work in an extremely fast-paced environment, have research experience, and be interested in both the policy and empirical aspects of research. The person must also be comfortable with working with a multidisciplinary team of researchers and graduate students to accomplish the shared goals of this project.

-Excellent organizational skills and ability to meet deadlines

-Experience with conducting literature reviews

-Excellent communication skills, both written and oral, with the skill to motivate, mentor and inspire others.

-Demonstrated ability to lead and engage effectively with staff at all levels, and external constituencies.

-Familiarity with granting and contracting agencies

-Demonstrated ability to multi-task and expertly manage a high work load with competing priorities and deadlines in an environment with several key stakeholders.

-Demonstrated experience in assessing situations and developing creative solutions.

-Experience in organizational management, problem-solving and analytical skills.

-Ability to work independently, organize work (both electronically and paper files) with extreme attention to detail and accuracy.

-Demonstrated writing skills necessary to prepare materials for academic programs, public presentations, formal administrative reports, and other communications.

-Demonstrated ability to develop and manage a program budget and track and reconcile all program expenditures

-Advanced skill level in using Windows software including but not limited to: Microsoft Outlook, Word, Excel and Powerpoint.


-Minimal of masters level education or equivalent experience preferred

-Bilingual in English and Spanish

Complete Application