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Executive Assistant

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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:
Executive Assistant

UCLA Title:
Executive Assistant 3

Job No.:

Work Hours:
Monday - Friday, 40 hours/week

Work Location:
UCLA Wilshire Center

Job Type:


Minimum Salary:
$27.06 / $4708

Maximum Salary:
$53.50 / $9308

Layoff Referral Deadline:

Bargaining Unit:


Provide direct administrative and technical support to the Chief Financial Officer, Controller as well as overall departmental support for the seven financial directors of the Department of Financial Services

Manage highly complex calendars for the Chief Financial Officer, Controller as well as overall support and coordination on behalf of the directors of the Department of Financial Services

Coordinate meetings and ensure consistent communication on behalf of the Department of Financial Services and assist the Chief Financial Officer and/or Controller with project management duties on assigned committees

Accompany the Chief Financial Officer and/or Controller to committee meetings, effectively organize and prioritize projects, draft executive agendas and correspondence, draft meeting minutes, set action items, goals and next meeting dates, communicating with management in a proficient and business oriented manner

Coordinate travel and process expense reports via Express for the Chief Financial Officer, Controller as well as overall travel support for the Department of Financial Services as needed

Using Microsoft Expression, manage the Department of Financial Services website and maintain all written content including: departmental scope, organizational charts, FAQ s, and contact lists. Frequently update the website with departmental changes and occasionally update the software for compatibility with UCLA Health systems.

Update the UCLA Health online directory, with departmental specifics, as well as maintain employee personnel handbooks, policies, staff needs assessments and emergency preparedness plans

Serve as the department liaison for HRIS web applications and assist Finance Directors with onboarding, off boarding, eGoals, A3 /A4 s, CEMRP, recognition and retention plans, merit increases as well employee engagement survey action plans and tracking

Special projects, as assigned, by the Chief Financial Officer, Controller as well as Finance Directors including: Budget, Reimbursement, Revenue Integrity, Decision Support, CDM, Financial Technologies & Initiatives, i.e.: Anticipate the needs of the Chief Financial Officer and Controller for meeting preparation and coordination

Organize executive level conference calls and meetings including preparation of executive agendas, logistics, set-up audio visual, presentation materials, etc.

Coordinate request for financial information from Senior Management, Campus, UCOP, Medical Center departments and outside vendors

Other duties as assigned.


Administrative experience supporting a Chief executive

Strong skills in using a PC and software programs including MS Word, Excel, PowerPoint, Outlook, Access, Expression

Skill in analyzing information and/or assessing situations to define issues, identify concerns, or factors, recognize alternatives and their implications to respond accordingly

Writing and editing skills to prepare grammatically correct business correspondence, agendas, minutes and reports with speed and accuracy

Skill in working independently on a variety of assignments with minimal direction and fluctuating workload, frequent interruptions and distractions

Skill in prioritizing assignments to assure the completion of work in a timely manner under pressure of deadlines and heavy workload

Skill in interacting diplomatically with a diverse population composed of administrators, staff, physicians and outside customers

Using independent judgment, maintain a complex calendar scheduling appointments, arranging meetings and special events

Skill in establishing and maintaining complex filing, pending and follow-up system by reading, understanding and classifying written materials into appropriate file categories

Demonstrated ability to maintain confidentiality

Ability to establish and maintain cooperative working relationships in a complex and sensitive environment Ability to coordinate information between the Chief Financial Officer and his direct reports

Ability to operate and maintain a photocopier, fax machine, typewriter and overhead projector

Ability to consistently demonstrate excellent personal demeanor

Bachelor s degree preferred

Complete Application