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Adminstrative Specialist

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

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:
Adminstrative Specialist

UCLA Title:
Admin. Specialist

Job No.:

Work Hours:
M-F; 8am-5pm

Work Location:
12-358 MDCC-Westwood, CA.

Job Type:


Minimum Salary:
$19.76 / $3438

Maximum Salary:
$38.93 / $6774

Layoff Referral Deadline:

Bargaining Unit:


Under the direction of the Executive Vice Chair for the Department of Pediatrics, the Vice Chair for Clinical Affairs, and the Division Chief of General Pediatrics, provide administrative support for the Vice Chairs and administrative support to the Division of General Pediatrics. Support for the Executive Vice Chair includes coordination of meetings with the Department Chair, assistance with execution of responsibilities for professional/medical societies, travel arrangements, correspondence management, manuscript preparation, task management, and special projects as assigned. For the Vice Chair for Clinical Affairs, duties include administrative support for the quality improvement program, meeting scheduling, correspondence management, preparation of reports of hospital data, and special projects as assigned. General Pediatrics currently has 18 faculty at UCLA, 2 fellows, and additional affiliated faculty in community settings. Major duties include supervision of divisional budgets and finances, creating and maintaining physician clinic and call schedules, meeting scheduling, travel arrangements, correspondence management, supervision of division newsletters and other division communications, office management, patient interface, insurance authorizations, clerical activities, and division and program scheduling, and as-needed administrative and research support for grant proposals, human subjects approvals, manuscripts, and reports to funders.



1. Typing and transcription skills to prepare business, medical and scientific correspondence with speed and accuracy and ability to edit material for correct grammar, punctuation and spelling; 2. Advanced computer skills for internet research, email and knowledge of Microsoft Office software (Outlook, Word, Excel, Powerpoint). 3. Knowledge of University policies and procedures with regard to accounting, purchasing, and contract and grant administration. 4. Skill in working independently and following through on assigments with minimal direction. 5. Skill in editing materials for proper spelling, grammar and punctuation.6. Ability to work under deadlines with heavy workload and constant interruptions and changing priorities. 7. Interpersonal skills to establish and maintain professional and effective working relationships with faculty, staff, students, housestaff, alumni, etc. 8. Ability to prioritize workload with minimal supervision. 9. Skill in organizing material, people and information in systematic way to optimize efficiency. 10. Skill in creating and maintaining filing systems of various levels of volume and complexity.11. Ability to set priorities and complete assignments in a timely manner under competing deadlines and changing workloads. 12. Ability to speak on a one-on-one basis using appropriate vocabulary and grammar to obtain information or to persuade others to accept or adopt a specific opinion, action, etc.13. Working knowledge of University purchasing and accounting (Bruinbuy) system and Travel Express system. 14. Skill in speaking clearly and distinctly in response to telephone inquiries. 15. Strong independent analytical and problem solving abilities.15. Strong independent analytical and problem solving abilities.16. Strong organizational and time management skills needed.17. Advanced skill in making travel arrangements, including knowledge of various travel modes reservation techniques and time zones and knowledge of various foreign currencies.


Working knowledge of UCLA CareConnect/EPIC including scheduling of patients.

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