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Employment Type:
Job Category:
Health Care & Medicine
Administrative Specialist
(This job is no longer available)
UCLA Health | Los Angeles, CA
Grad Date

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Job Description

Job Duties
Under the supervision of the Center manager, the incumbent will provide coordination and administrative support, in the Division of General Internal Medicine & Health Services Research, to the UCLA Coordination & Evaluation Center (CEC). The incumbent will coordinate the preparation, processing, editing, proofreading, and formatting of meeting materials, including meeting minutes, drafting administrative reports, grant application sections, research reports, manuscripts, statistical tables and other written materials disseminated to a diverse audience. This will entail compiling, synthesizing, and drafting written materials in various formats derived from data sources internal to the CEC or public records. As part of the administrative team, the incumbent will provide support for web-based communications to also include document repository, reporting system, webinars, conference calls, and newsletters. He/she will maintain academic and research calendars, project-specific deadlines and report due dates. The incumbent will support the maintenance of an updated library of project related materials including manuscripts, written administrative and evaluation documents, e-mails, and faxes between UCLA and collaborating sites. Additional project coordination responsibility might include making travel arrangements, processing travel reimbursements, and purchase orders. As needed, the incumbent will support project leads in performing various tasks related to project development, coordination, and evaluation (e.g., protocol development, etc.). The incumbent will ensure adequate supplies and materials are available for his/her assigned projects, meetings, and the principal investigators and managers as necessary (e.g., logistical planning of trainings, meetings, and conferences). He/she must be able to deliver high quality products in a timely fashion and exercise excellent judgement even while working with competing demands.

Job Qualifications
Demonstrated organizational skills to efficiently and effectively provide screening and eligibility review support for multiple studies and projects. Demonstrated ability to provide accurate information in a timely manner. Demonstrated understanding of confidential information, how it is defined, and demonstrated skill in maintaining confidential status of such information. Demonstrated knowledge of all components the research process as it pertains to social science research and studies, i.e., IRB procedures and processes, eligibility requirements, data management, etc. Demonstrated strong and positive interpersonal skills to work with researchers, graduate students, study participants, physicians, administrators, programmers, communication specialists, and representatives from collaborating teams and institutions to achieve maximum efficiency in reaching and maintaining workplace goals in a professional manner. Demonstrated ability to prioritize workload to meet shifting demands of projects independently and/or under supervision. Demonstrated ability to develop, modify and maintain website content. Demonstrated ability to develop, modify and format statistical tables. Demonstrated ability to develop, modify, format, and maintain presentations. Ability to navigate and use the NIH Manuscript Submission System (NIHMS). Advanced working knowledge of general office software, hardware, and audio/visual equipment use (e.g., MS Office Word, Excel, PowerPoint, etc.). Ability to navigate the internet and make advanced searches on the world wide web, intranet platforms, and established program websites. Ability to use Outlook and make advanced searches. Advanced skill in editing for spelling, punctuation, and grammar in reports, emails, newsletters, manuscripts, etc. Ability to recognize, spell, and use technical terminology appropriately. Ability to use journal and granting agency style guidelines to edit manuscripts, proposals, and bibliographies. Typing skills to quickly and accurately prepare documents. Skill in proofreading typed material and all written work. Skill in typing questionnaires and manuscripts from rough handwritten draft and edited versions into final Word processed documents. Ability to seek appropriate staff and other resources when questions regarding format, illegible writing, or office procedures arise. Skills in typing numerical tables of data using format provided. Ability to use reference sources to find/check unusual abbreviations. Previous experience in coding surveys and entering data. Ability to type with speed (at least 60 wpm) and accuracy using PC and/or MAC. Ability to use software efficiently and independently such as MS Office programs, including Outlook, ProCite/EndNote, and Publisher. Ability to prepare bibliographies using EndNote or ProCite directly from electronic documents and/or photocopies of references or from Medline searches. Knowledge of University policies and procedures on travel. Must be able to a flexible schedule that might include travel and/or work on weekends, as needed. Fluency in spoken & written English with excellent skill in professional written communications. Skill in speaking clearly and distinctively using appropriate vocabulary and grammar to obtain and convey information at various organizational levels within and outside the University. Ability to handle multi-line phone system. Demonstrated ability to perform duties and tasks independently and under supervision, even during shifting priorities. Demonstrated ability to establish and maintain cooperative working relationships with other staff members and faculty. Skill in exercising good judgment in executing project tasks and in referring communications to project manager and principal investigator. Skill in setting priorities and exercising excellent judgement, which accurately reflect relative importance of job responsibilities and in coordinating projects. Superb attention to detail in written communications and all aspects of coordinating projects and calendars; includes producing high quality deliverables. Ability to operate computer, multi-line telephone, and fax machine to provide administrative support. Must be professional and produce quality results under shifting and/or rigid deadlines. Must have 3-5 years of excellent experience in an administrative environment with frequent workload changes, competing demands, and interruptions. Must be well-organized, resourceful, self-starter, respectful to all persons, and work independently as necessary. Must be able to deliver all work and communicate in a timely and positive manner even while attending to competing demands. Must be able to work under the supervision of multiple project leads but with primary reporting to Center manager.

About UCLA Health

For more than half a century, UCLA Health  has provided the best in healthcare and the latest in medical technology to thepeople of Los Angeles and throughout the world. Today we are one of the most comprehensive and advanced healthcare systems in existence. We are comprised of Ronald Reagan UCLA Medical Center, UCLA Medical Center, Santa Monica, Resnick Neuropsychiatric Hospital at UCLA, Mattel Children’s Hospital UCLA, and the UCLA Medical Group, with offices throughout the region.

Ronald Reagan UCLA Medical Center is consistently ranked by U.S.News & World Report as one of the top five hospitals in the nation and the best medical center in the western United States. The doctors, scientists and caregivers of UCLA are leaders in their fields. Every day, they perform pioneering work across an astounding range of disciplines, from organ transplantation and cardiac surgery to neurosurgery and cancer treatment. Year after year, our people have achieved medical breakthroughs and earned the highest industry honors. And we’re just getting started.

The dedicated professionals of UCLA Health are committed to healing humankind, one patient at a time, by improving health, alleviating suffering, and delivering acts of kindness on a daily basis.