University of California - Los Angeles Health
Division Administrative Assistant - Pediatrics
University of California - Los Angeles Health, Los Angeles, California, United States, 90079
Description
The Division Administrative Assistant completes day-to-day administrative tasks for assigned divisions/programs within the Department of Pediatrics. Reporting to the Division Administrative Partner, major responsibilities include, but are not limited to:Managing schedules and calendars for faculty, physicians, medical staff, and fellows.Scheduling meetings, coordinating events/visits, and making travel arrangements.Processing reimbursements and purchase orders.Assisting with the renewal of CME and licensing/certification.Coordinating credentialing & privileging.Assisting with staff and faculty recruitment, onboarding, and off-boarding and promotions including dossier updates.Preparing and distributing monthly clinic and call schedules.Assisting with research administration duties including purchasing and grant proposal submissions.In conjunction with Finance team, help track Division budgets including faculty allowances, resolve open encumbrances, and other H&I items.Providing administrative support to community practices including general admin support and billing.Regularly run various Dept. metric reports.Sort mail, maintain inventory, and order supplies for the Division office.Submit facilities work orders and other infrastructure requests such as pager, phone service, or IT support.Provide cross-training to other administrative staff and learn the duties of staff in other divisions/programs within the administrative cluster to provide back-up support when needed.Train, assign, and monitor the work of clerical students.Complete special administrative projects as needed.Pay Range: $29.42 - $42.14 Hourly
Qualifications
Required:Commitment to providing world-class service to constituents.Demonstrated ability to maintain confidentiality.Excellent interpersonal and communication skills to convey information clearly, effectively, professionally, and diplomatically with faculty, staff, leadership, donors, sponsors, and the community.Skill in performing a variety of duties, often changing from one task to another of a different nature, and under stress of frequent interruptions and/or distractions.Ability to set priorities to complete work in a timely manner; ability to adapt to frequent changes in fluctuating workload.Skill in working independently and following through on assignments with minimal direction.Working knowledge of Microsoft Word, Excel including formulas, and PowerPoint.Skill in creating data spreadsheets and tracking expenses against budget.Experience writing professional and editing grammatically correct business correspondence, reports, and emails.Skill in reading, interpreting, applying, and explaining policies and procedures.Experience managing schedules and calendars.Experience arranging meetings and events both in person and via Zoom.Ability to supervise, train, and assign work to student workers.Ability to lift 25lbs.Ability to walk frequently between UCLA buildings and floors.Preferred:Working knowledge of administrative and business practices and procedures in a large-scale, complex organization, preferably in a university and/or clinical environment.Knowledge of general accounting terms and principles.Knowledge of University systems, policies, and procedures related to purchasing, travel, and reimbursements.
#J-18808-Ljbffr
The Division Administrative Assistant completes day-to-day administrative tasks for assigned divisions/programs within the Department of Pediatrics. Reporting to the Division Administrative Partner, major responsibilities include, but are not limited to:Managing schedules and calendars for faculty, physicians, medical staff, and fellows.Scheduling meetings, coordinating events/visits, and making travel arrangements.Processing reimbursements and purchase orders.Assisting with the renewal of CME and licensing/certification.Coordinating credentialing & privileging.Assisting with staff and faculty recruitment, onboarding, and off-boarding and promotions including dossier updates.Preparing and distributing monthly clinic and call schedules.Assisting with research administration duties including purchasing and grant proposal submissions.In conjunction with Finance team, help track Division budgets including faculty allowances, resolve open encumbrances, and other H&I items.Providing administrative support to community practices including general admin support and billing.Regularly run various Dept. metric reports.Sort mail, maintain inventory, and order supplies for the Division office.Submit facilities work orders and other infrastructure requests such as pager, phone service, or IT support.Provide cross-training to other administrative staff and learn the duties of staff in other divisions/programs within the administrative cluster to provide back-up support when needed.Train, assign, and monitor the work of clerical students.Complete special administrative projects as needed.Pay Range: $29.42 - $42.14 Hourly
Qualifications
Required:Commitment to providing world-class service to constituents.Demonstrated ability to maintain confidentiality.Excellent interpersonal and communication skills to convey information clearly, effectively, professionally, and diplomatically with faculty, staff, leadership, donors, sponsors, and the community.Skill in performing a variety of duties, often changing from one task to another of a different nature, and under stress of frequent interruptions and/or distractions.Ability to set priorities to complete work in a timely manner; ability to adapt to frequent changes in fluctuating workload.Skill in working independently and following through on assignments with minimal direction.Working knowledge of Microsoft Word, Excel including formulas, and PowerPoint.Skill in creating data spreadsheets and tracking expenses against budget.Experience writing professional and editing grammatically correct business correspondence, reports, and emails.Skill in reading, interpreting, applying, and explaining policies and procedures.Experience managing schedules and calendars.Experience arranging meetings and events both in person and via Zoom.Ability to supervise, train, and assign work to student workers.Ability to lift 25lbs.Ability to walk frequently between UCLA buildings and floors.Preferred:Working knowledge of administrative and business practices and procedures in a large-scale, complex organization, preferably in a university and/or clinical environment.Knowledge of general accounting terms and principles.Knowledge of University systems, policies, and procedures related to purchasing, travel, and reimbursements.
#J-18808-Ljbffr