UCLA Health

Description

Under the supervision of the Manager of Research Administration and Project Director for the HRSA Center of Excellence (COE) Grant, the Administrative Assistant is responsible for the support of administrative functions for the HRSA COE grant, including data entry, travel support, office reception, events, and office support. In this capacity, the Assistant serves as the first representative of the school to respond to daily phone and email inquiries, ensuring a rapid response time and a welcoming approach that exemplifies the school's mission. The Assistant is also responsible for supporting travel arrangements, events, and meetings by scheduling, making arrangements for rooms, sending invitations, coordinating logistics and other support. In addition, the Assistant is responsible for maintaining the efficiency of the office by maintaining supplies, accounts payable, storage, placing office-related orders, supporting quality improvement efforts, providing office calendaring and other administrative support. The Assistant will also support the Manager of Research Administration in the Department of Family Medicine as needed.

*Please note, this is a limited position that may convert to career.

Salary Range: $24.57 - $34.87 Hourly

Qualifications

Required:

• Outstanding attention to detail and ability to prioritize responsibilities and manage multiple projects and activities, follow through on assignments, and meet deadlines with changing priorities and frequent interruptions

• Experience with Microsoft Suite

• Excellent customer service skills

• Ability to manage heavy phone volume

• Outstanding verbal and written communication skills

• Cultural humility

• Ability to maintain confidentiality and to effectively communicate and perform responsibilities with tact, sensitivity, diplomacy, and discretion

• Prioritize assignments in order to meet multiple deadlines and complete projects in an environment of heavy workload, competing objectives, and frequent interruptions

• Work flexible hours, including occasional evenings and weekends, to meet the needs of the unit

• Ability to quickly learn complex procedures and processes needed to work within a large university system

• Physical abilities to perform all core functions and duties including but not limited to the ability to talk and hear; visual acuity to view a computer monitor; ability to operate a computer, ability to lift up to 10 pounds and ability to move to/from various locations quickly.

Preferred:

• Bachelor's degree or equivalent

• Experience in higher education, executive support, or customer service

UCLA Health welcomes all individuals, without regard to race, sex, sexual orientation, gender identity, religion, national origin or disabilities, and we proudly look to each person’s unique achievements and experiences to further set us apart.