The Department of Medicine is currently seeking an exceptional Administrative Specialist to join our team. In this role, you will provide crucial day-to-day administrative support to two prominent centers: the Goodman-Luskin Microbiome Center (GLMC) and the G. Oppenheimer Center for Neurobiology of Stress and Resilience (CNSR). As an Administrative Specialist, you will be responsible for a wide range of administrative tasks, working both independently and collaboratively within a busy clinical research office. Your main responsibilities will include scheduling in-person and Zoom meetings, as well as one-on-one meetings, and ensuring accurate documentation through the capturing and distribution of meeting minutes. Additionally, you will play a key role in maintaining office operations by managing supplies, creating orders through the Bruin Buy system, processing honorariums, and handling reimbursements. Furthermore, you will be involved in planning and organizing lecture series, assisting in annual symposiums, and taking on assigned projects as needed. We are seeking a highly organized and detail-oriented individual who can thrive in a fast-paced environment. Strong communication and interpersonal skills are essential, as you will establish and maintain cooperative working relationships with various stakeholders. Target hourly rate: $22.03-$43.68
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Required: * HIPPA and ability to handle confidential matters with discretion. * PC computer systems and applications using Word, Excel, Adobe Acrobat, Outlook, Internet, and calendar creator software. * Demonstrated ability to answer, screen, re-direct, and a transfer heavy load of phone calls. * Demonstrated strong organizational skills to facilitate an extremely busy and demanding office environment * Ability to work efficiently and calmly under extreme pressure * Ability to set priorities that accurately reflect the importance of job responsibilities * Ability to work independently and follow through on assignments with frequent interruptions * Ability to establish and maintain effective working relationships with tact and sensitivity at all levels * Writing skills to complete grammatically correct correspondence. * Demonstrated skills in using appropriate grammar and correct spelling * Ability to provide high-level customer service and administrative support to people with various backgrounds and roles. * Customer service skills to interact with patients, physicians, and personnel tactfully * Demonstrated skills in travel scheduling, accommodations, and conference room set-up logistics. Preferred: * Demonstrate knowledge of UCLA medical center and campus- as it relates to physician offices and patient care, appointment-making system, admission policies, and knowing where and how to obtain information to assist faculty and patients. * UCLA policies and procedures- as it relates to travel, reimbursement, entertainment, and check requests. Working knowledge of University Online Accounting FS applications for catering needs. * Demonstrated knowledge of departmental procedures for ordering maintenance and inventory supplies. * Bachelor’s degree
