Administrative Assistant 3

at  UCLA Health

Description
We are seeking a skilled Administrative Assistant to provide administrative support to the Department of Medicine unit/unit administrator.

In this role, your duties include but are not limited to:

• Drafting correspondence, managing calendars, coordinating meetings, supporting physician recruitment, scheduling interviews, and travel coordination.
• Utilizing Bruin Buy and Travel Express for purchasing and reimbursement requests, as well as preparing various University accounting forms.
• Recording meeting minutes, monitoring and editing content for distribution.
• Generating and reviewing reports as needed, utilizing University financial systems and internal databases.

Additionally, you will provide support for annual events and handling special projects as assigned.
Salary offers are determined based on various factors including, but not limited to, qualifications, experience, and equity. The full hourly salary range for this position is $29.42 - $42.14. The budgeted hourly salary range that the University reasonably expects to pay for this position is about $29.42 - $35.28.
Qualifications

Required:

• Demonstrated skill with procurement process: communicating with vendors, obtain price quotes, prepare purchase orders, collecting invoices, track deliveries and reconcile packing slips.
• Demonstrated ability to take detailed minutes at important meetings for the senior leadership of the Department.
• Mathematical skills for the preparation of calculations and forecasts and to identify and resolve financial problems.
• Skill in writing concise, logical, and grammatically correct correspondence.
• Interpersonal skills to communicate diplomatically and effectively with all levels of faculty, staff and non-University entities.
• Skill in performing a variety of tasks independently with minimal direction in a timely matter under conditions of fluctuating workloads, competing requirements, and changing deadlines and priorities.
• Demonstrated ability to operate a computer with a Windows environment utilizing MS Office to perform word-processing, spreadsheet analysis, and database programming and management.
• Skill in organizing and prioritizing workload to meet deadlines in light of changing and/or heavy workload and competing requirements.
• Skill in organizing and maintaining up to date, accurate bookkeeping records on-line and maintaining alpha-numeric files.
• Skill in performing with frequent interruptions and/or distractions.

• Drafting correspondence, managing calendars, coordinating meetings, supporting physician recruitment, scheduling interviews, and travel coordination.
• Utilizing Bruin Buy and Travel Express for purchasing and reimbursement requests, as well as preparing various University accounting forms.
• Recording meeting minutes, monitoring and editing content for distribution.
• Generating and reviewing reports as needed, utilizing University financial systems and internal databases