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Administrative Specialist - Westwood

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POST DATE 8/12/2016
END DATE 11/25/2016

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 - Westwood

UCLA Title:
Admin. Specialist

Job No.:

Work Hours:
Monday-Friday, 8am-5pm

Work Location:
CHS 60-054

Job Type:


Minimum Salary:
$19.76 / $3438

Maximum Salary:
$38.93 / $6774

Layoff Referral Deadline:

Bargaining Unit:


Under the direction of the Academic Personnel Manager, assist with managing the flow of academic documents for the Division of Hematology-Oncology including assisting with hire & separation, benefits counseling, dossier preparation, inclusive of drafting letters, editing documents, submitting completed applications, and follow-up to ensure successful submission. Assist with dossiers processing of Professorial, In-Residence, Adjunct, Clinical X, Health Sciences, Professional Research and Project Scientist Series, including appointments, merits, and promotions (including other peripheral academic titles). Assist with initial appointment and reappointment of Post-Doctoral Scholars, Visiting Graduate Researchers, Graduate Student Researchers, lab and clinic volunteers, in addition to international volunteers. Other responsibilities include assisting with: coordination and processing of visa applications; coordination of divisional Academic Career Development Committee meetings; assist as liaison between Departmental Academic Personnel Office, Finance Office, School of Medicine's Academic Personnel Office, and Licensing/Visa Office, Graduate Division Office; be aware and able to follow Academic Personnel policy and procedure in compliance with Academic Personnel Manual guidelines, The CALL, and Dean's Office APO; act as divisional advisory to Administrative Director and Division Chief on academic personnel-related issues.


Knowledge of Academic Personnel Policies and Procedures. Knowledge of UCLA CALL. Knowledge of NIH-cap salaries Knowledge of EDB (Employee Data Base) and related subfields. Knowledge of Campus payroll policies and procedures Knowledge of various federal and non-federal granting agency policies and procedures for salary purposes. Knowledge of accounting policies and procedures. Knowledge of academic dossier preparation. Knowledge of staff personnel policies and procedures Knowledge of computer programs provided by the Department for use in preparation of spreadsheets, reports, worksheets. Knowledge of NIH training grants policies and procedures. Knowledge of Post-Doctoral Scholar, Graduate Researcher, and Visiting Graduate Researcher Guidelines, Procedures, and Policies. Interpersonal skills to interact, diplomatically, with Division, Department, and Dean s Office staff and faculty. Mathematical skills to include computing ratios, rates, and percentages. Skill in oral communication on an informal, one-on-one basis, to convey with accuracy and clarity, policies and procedures relating to academic personnel matters. Skill in prioritizing assignments when faced with a heavy workload and changing deadlines. Skill in organizing material, information, and people in a systematic way to optimize efficiency and minimize duplication of effort. Skill in working independently with minimal supervision. Ability to work under the pressure of frequent interruptions and distractions. Ability to handle confidential information while protecting its strict confidentiality. Ability to type correspondence and reports with speed and accuracy.

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