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Adminstrative Specialist

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POST DATE 9/2/2016
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)


Job Title:
Adminstrative Specialist

UCLA Title:
Admin. Specialist

Job No.:

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

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 looking for an experienced Administrative Specialist to provide a high level of administrative support to faculty and fellows in the Division of Critical Care.

Incumbent must be able to work independently with minimal supervision and direction. Incumbent receives specific assignments as well as specific goals and objectives from the Division Chief, program faculty, and MSO and works in a highly independent yet collaborative manner to accomplish goals and objectives. Function as assistant to the Division Chief. Oversee grant preparation from start to final submission, including collecting forms, gathering relevant information, updating NIH biosketches, assisting with budgeting, coordinating with sites outside of UCLA. Work closely with Office of Research Administration to monitor grant funding. Provide administrative assistance to Coalition of Pediatrics Critical Care Research Network program. Monitor division finances, process travel reimbursements through Travel Express, order equipment and supplies and ensure payments are processed accurately through BruinBuy. Schedule meetings, lectures and conferences, and organize special projects and events. Support faculty by assisting with preparation of dossiers, credentialing, updating their CVs, and making travel arrangements. Prepare and edit reports, correspondence and manuscripts. Answer all patient questions and serve as division contact for UCLA Pediatrics Transport Program.The Administrative Specialist will also serve as the Fellowship Coordinator and will work with the Program Director to ensure compliance with ACGME and UCLA GME policies and procedures. Some duties of the fellowship coordinator include; maintaining all trainee files, overseeing and coordinating the interview process for residents applying to the training program, overseeing and coordinating the on-boarding process for incoming fellows, distributing and managing evaluations for fellowship program using MedHub residency management system.


Required: Ability to organize work flow and set priorities under competing demands to ensure that the objectives are met in a timely manner. Advanced knowledge of word processing, spreadsheet software and presentation software (Word, Excel, PowerPoint). Ability to maintain confidentiality and to deal with sensitive situations in a tactful and discreet manner. Ability to work under deadlines with heavy workload and constant interruptions and changing priorities. Skill in editing materials for proper spelling, grammar and punctuation. Interpersonal skills to establish and maintain cooperative working relationships with faculty, staff, patients, and patients families. 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. Skill in writing concise, logical and grammatically correct correspondence and reports. Skill in organizing material, people and information in systematic way to optimize efficiency. Skill in creating and maintaining filing systems of various levels of volume and complexity. Skill in performing basic bookkeeping transactions such as debiting, crediting, preparing journal entries, reconciling expenses and projecting expense trend. Ability to analyze patient clinic issues to formulate logical conclusions for solutions to problems.

Preferred: Experience utilizing Careconnect to access patient information, view labs, view/update insurance information and notes. Knowledge of the policies and procedures of the AGCME, Fellowship requirements. Knowledge of University policies and procedures with regard to accounting, purchasing, and contract and grant administration. Bilingual (English/Spanish) oral and written communication skills. Knowledge of Bruin Buy, Travel Express, on line check request systems and PAC.

Complete Application