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Administrative Specialist

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POST DATE 9/2/2016
END DATE 11/17/2016

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)


Job Title:
Administrative Specialist

UCLA Title:
Admin. Specialist

Job No.:

Work Hours:
Monday-Friday; 8:00 a.m.-5:00 p.m.

Work Location:
MDCC - Westwood, CA

Job Type:


Minimum Salary:
$20.31 / $3533

Maximum Salary:
$40.13 / $6983

Layoff Referral Deadline:

Bargaining Unit:


The Department of Pediatrics is currently seeking an experienced, bilingual (English/Spanish) Administrative Specialist to join our operations.

Reporting to the Division Chief, the Administrative Specialist will serve as the office manager for the Division of Pediatric Pulmonary, with a particular focus on analyzing and improving revenue generating activities of the division. This position will provide a high level of administrative support to the Division Chief, 6 other faculty, 2 RN, 1 Dietitian, and 1 Social Worker; including management of the day-to-day operations of the division by utilizing independent judgment regarding prioritization and general administrative support. Major duties include management of divisional budgets and finances; office management, coordination of faculty recruitment, appointments and reappointments. Other duties include oversight of patient care authorizations, prescription refills, schedules and documentation, coordination of travel and processing of supply orders, travel reimbursements and other payments.


Required: Skill, experience, knowledge, and ability in planning, organizing, prioritizing, directing, controlling a providing leadership to subordinate staff. Skill in collaborating with team members across all professional levels, exchanging ideas, information and opinions effectively to formulate policies, conceive programs and arrive jointly at decisions, conclusions and solutions. Demonstrated skill in financial analysis, planning, preparation and administration for a division budget with multiple complex funding sources. Proficiency in operating a personal computer and knowledge of software applications for word processing, spreadsheets and slide preparation. Ability to read and interpret financial reports including salary distribution spreadsheets in order to draw conclusions from the data. Ability to speak on a one-to-one basis using appropriate vocabulary and grammar to obtain information, explain policies and procedures, and persuade others to accept or adopt a specific opinion, action, etc. Skill in composing concise, logical and grammatically correct business reports and correspondence. Ability to establish and maintain cooperative, respectful and professional relationships with staff, faculty, patients and patient families as well as with personnel at all levels of the organization. Skill in setting priorities which accurately reflect the relative importance of job responsibilities. Skill in performing basic bookkeeping transactions such as debiting, crediting and reconciling expenses. Knowledge of medical terminology and previous working experience in a healthcare setting. English/Spanish bilingual oral communication skills to communicate with our Spanish speaking population.

Preferred: Skill in developing office procedures which serve as the basis for smooth and continuous office operations. Knowledge of University policies and procedures in the areas of accounting, grant and contract administration, purchasing and personnel. Skill in using University online purchasing system. (PAC).

Complete Application