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Administrative Specialist - Westwood

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POST DATE 8/12/2016
END DATE 2/19/2017

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)
Bachelors Degree


Job Title:
Administrative Specialist - Westwood

UCLA Title:
Admin. Specialist

Job No.:

Work Hours:
Monday - Friday, Day Shift

Work Location:
4506 Gonda

Job Type:


Minimum Salary:
$19.76 / $3438

Maximum Salary:
$38.93 / $6774

Layoff Referral Deadline:

Bargaining Unit:


Provides administrative and laboratory support to Dr. Stephen Young and his research laboratory. Works with Division Administrator and with UCLA work/study students to provide administrative support to the laboratory. Responsibilities include clerical tasks, receptionist tasks, and taking primary responsibility for dealing with all University compliance issues. Part of the job will involve making travel arrangements, generating purchase orders for the laboratory, submitting documents for reimbursements through the University system, and the preparation of paperwork for shipping packages by FedEx and UPS services. Assist in the preparation of grants, correspondence, memos, reports, and research manuscripts. In this role, the assistant will need to have advanced skills in Microsoft word and be absolutely meticulous in avoiding word-processing mistakes. The assistant will need to manage the laboratory web site and keep various university web sites for laboratory personnel up to date. The assistant will need to manage material transfer agreements, submit research disclosures to the University, and assist with human use applications. The assistant will need to have had some prior laboratory experience and be capable of dealing independently with all laboratory compliance issues, including generating animal protocols, renewing biosafety and radiation safety applications, and making sure that the laboratory is fully prepared, with all necessary paperwork, for inspections. The assistant must be willing to work with work study students to make sure that the office is clean, and organized.


Demonstrated skill to work in environment with constant interruptions, intermittent verbal and machine noise that may be distracting. Demonstrated skill in prioritizing assignments to complete work in a timely and efficient manner. Skill in following through on assignments. Ability to establish and maintain cooperative working relationships with faculty, administrators, co-workers and campus departments, and working as a team. Skill in verbal communication sufficient to clearly convey complex problems and proposals in both formal and informal situations. Demonstrated ability to organize and coordinate conferences and lectures including catering, room reservations and audiovisual requirements. Excellent skill in phone etiquette, and maintain confidentiality of data and to use discretion and judgment in responding to inquiries and releasing information. Excellent organizational skills. Demonstrated skill in the use of audiovisual equipment, PC computers using Microsoft Office (Word, Excel, PowerPoint, Access), graphics software, Internet, Windows and Outlook applications. Demonstrated skill in using Microsoft PowerPoint, word processing and graphics software for creating reports, research manuscripts and presentations. Working knowledge of office procedures and standard office systems and knowledge of University policy and organization. Outstanding writing, spelling, grammar, and oral skills in English. Ability to monitor business functions and needs as they arise. Bachelor s degree in the life sciences strongly preferred. Demonstrated skill in scheduling appointments, answering inquiries by phone and mail correspondence. Demonstrated ability to work well with others and maintain a positive environment.

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