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POST DATE 8/12/2016
END DATE 2/19/2017
University of California - Los Angeles Medical Centers
Los Angeles, CA
JOB DESCRIPTIONJob Title:
Executive Assistant 3
Monday - Friday, 40 hours/week
UCLA Wilshire Center
$27.06 / $4708
$53.50 / $9308
Layoff Referral Deadline:
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