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Administrative Specialist - Westwood

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POST DATE 8/12/2016
END DATE 12/22/2016

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, 8:00am - 5:00pm

Work Location:
Westwood, CA

Job Type:


Minimum Salary:
$19.76 / $3438

Maximum Salary:
$38.93 / $6774

Layoff Referral Deadline:

Bargaining Unit:


This administrative specialist will be responsible with providing administrative support for division of dermatology research PIs within the Division of Dermatology. Focus of this position will include answer and screen calls for the PIs, arranging travel and visits, processing expense reports and travel reimbursements for the PIs and their lab staff, maintain calendar and schedule for PIs which include, coordinating meetings, agendas, locations, etc. Also coordinate and submit PI's MTA, IRB and ARC submissions as needed. Word processing duties include proofreading for accuracy including letters of recommendation, correspondences, manuscripts and CVs. Maintain PIs records on licenses, memberships, CMEs, and other reports as needed. Assist, track and follow up on deadline such as grant submission, grant renewal, website, newsletter and brochure. Act as coordinator and liaison for the PIs with laboratory, clinical, and division staff, department faculty and outside visitors. Assist in other administrative duties and/or special projects as assigned by MSO or faculty.


Excellent Management skills to maintain and organize. Proficiency in operating computer including Microsoft Office (Word, Excel, PowerPoint, and Outlook email). Ability to speak in a concise, diplomatic and respectful manner. Ability to act as liaison to faculty, staff, patients, and other visitors. Ability to learn medical terminology. Excellent interpersonal skills to establish and maintain effective working relationships with faculty, staff, students, patients and others. Excellent written communication skills to compose and edit letters, memos and other correspondence using proper grammar, punctuation, spelling and syntax. Ability to work under pressure. Ability to handle sensitive materials and confidential information with discretion and tact.

Ability to function as a team member and to work independently with minimal supervision.

Ability to handle multiple tasks simultaneously. Skill in setting priorities to meet rigorous deadlines. Ability to use office equipment such as personal computer, calculator, photocopier, fax, scanner, printer, phone, etc. Ability to learn various grants and funding agencies policy and organization in order to obtain needed information and to complete projects as assigned. Typing skills sufficient to quickly and accurately prepare documents.

Complete Application