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Description

The Department of Medicine is seeking a detail-oriented Administrative Assistant to support our team. You will play a vital role in our operations by preparing correspondence, managing calendars, coordinating meetings, and facilitating physician recruitment, interview scheduling, and travel arrangements. Your procurement expertise will be essential for processing purchasing and reimbursement requests, as well as preparing various University accounting forms. Additionally, you will be responsible for taking and distributing meeting minutes, monitoring and editing content for distribution, and generating reports using University financial systems and internal databases. Your support will also be crucial for yearly events and special projects.

Hourly range: $28.23-$40.44

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.

• Ability to use judgment when dealing with confidential information.

• 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 in order to meet deadlines in light of changing and/or heavy workload and competing requirements.

Preferred:

• Working knowledge of UCLA's Concur/BruinBuy system and Travel Express system

• Demonstrated experience with managing calendars, coordinating meetings, and travel coordination.

• Skill in working as part of a team composed of faculty, staff and administrators.

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.