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Division Administrative Assistant - Pediatrics
UCLA Health • Los Angeles, CA 90006 • Posted 1 day ago
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In-person • Full-time • $29.42-$42.14/hr • Entry Level
Job Highlights
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The Division Administrative Assistant at UCLA Health is responsible for completing day-to-day administrative tasks for assigned divisions/programs within the Department of Pediatrics. This role involves managing schedules and calendars, scheduling meetings, coordinating events, processing reimbursements and purchase orders, assisting with CME and licensing/certification, coordinating credentialing & privileging, assisting with staff and faculty recruitment, onboarding, and off-boarding, and providing administrative support to community practices. The position also includes running various departmental metric reports, sorting mail, maintaining inventory, and providing cross-training to other administrative staff.
Responsibilities
- 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
- Preparing and distributing monthly clinic and call schedules
- Assisting with research administration duties including purchasing and grant proposal submissions
- Tracking Division budgets including faculty allowances and resolving open encumbrances
- Providing administrative support to community practices including general admin support and billing
- Running various departmental metric reports
- Sorting mail, maintaining inventory, and ordering supplies for the Division office
- Submitting facilities work orders and other infrastructure requests
- Providing cross-training to other administrative staff and back-up support when needed
- Training, assigning, and monitoring the work of clerical students
- Completing special administrative projects as needed
Qualifications
Required
- Commitment to providing world-class service to constituents
- Ability to maintain confidentiality
- Excellent interpersonal and communication skills
- Skill in performing a variety of duties under stress and frequent interruptions
- Ability to set priorities and adapt to fluctuating workload
- Skill in working independently with minimal direction
- Working knowledge of Microsoft Word, Excel, and PowerPoint
- Skill in creating data spreadsheets and tracking expenses against budget
- Experience writing professional 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 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
About UCLA Health
UCLA Health is a leading healthcare system in Southern California, comprising 4 hospitals and over 260 clinics, offering a wide range of primary and specialty care services. The organization is dedicated to providing top-notch patient care, conducting innovative research, and training future healthcare professionals, consistently ranking among the top hospitals in the U.S. for over three decades. With a focus on cutting-edge treatments and advancements in various medical specialties, UCLA Health aims to deliver exceptional medical care and lead the way in healthcare innovation.
Full Job Description
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; provide 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
and submit facilities work orders and other infrastructure requests such
as pager, phone service or IT support. You will also provide cross-training to
other administrative staff as well as learn the duties of staff in other
divisions/programs within the administrative cluster in order 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 formula's, and PowerPoint.
+ Skill in creating data spreadsheets and tracking expenses against budget
+ Experience writing professional and edit 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
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.
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; provide 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
and submit facilities work orders and other infrastructure requests such
as pager, phone service or IT support. You will also provide cross-training to
other administrative staff as well as learn the duties of staff in other
divisions/programs within the administrative cluster in order 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 formula's, and PowerPoint.
+ Skill in creating data spreadsheets and tracking expenses against budget
+ Experience writing professional and edit 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
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.
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