The 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

Additional duties include: regularly run various Dept. metric reports; Sort mail, maintain inventory and order supplies for the Division office; submit facilities work orders and other infrastructure requests such as pager, phone service or IT support; 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 student and complete special administrative projects as needed.

Pay Range: $26.99 - $38.66 Hourly

Salary range: $26.99-$38.66 Hourly

Required Skills, knowledge, and abilities:

Commitment to providing world-class service to constituents.

Demonstrated ability to maintain confidentiality.

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.

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 Skills, knowledge, and abilities:

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 is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.