Sep 17, 2020

Administrative Specialist

  • UCLA Health and David Geffen School of Medicine
  • Los Angeles, CA, USA

Job Description

ResponsibilitiesProvide administrative and clerical support to assigned faculty, fellows and the Vascular Interventional Radiology Section. Arrange travel and handle all documentation for reimbursement, and general maintenance of an office environment. Perform a variety of general office duties. The position is based at the Ronald Reagan UCLA Hospital location five days per week. In addition, the incumbent may need to cover other Department locations as needed. Must be able to work independently with minimal supervision and direction. Incumbent independently prioritizes and completes assignments. Incumbent receives specific assignments as well as specific goals and objectives from Section faculty and works in a highly independent yet collaborative manner to accomplish goals and resolve problems. QualificationsManagement skills to maintain and organize complex ongoing projects 2. Skill in operating a computer using various programs and databases: e.g. Microsoft Office: Word, Excel, Power-Point, Access, etc., BIS, Internet, etc. 3. Skill in digitizing analog radiographs (plain films and CTs) into electronic format 4. Ability to act as liaison to faculty, staff, patients, families, and other visitors. 5. Ability to speak in a concise, diplomatic and respectful manner. 6. Skill in proofreading/editing for spelling, continuity, punctuation and grammar. 7. Word processing skills to quickly and accurately prepare manuscripts, correspondence, etc. 8. Skill in prioritizing projects and assignments to complete work in a timely and accurate manner. 9. Working knowledge of medical terminology. 10. Ability to read and follow precise written instructions for preparing manuscripts, abstracts and various forms. 11. Excellent interpersonal skills to establish and maintain effective working relationships with faculty, staff, students, patients and others. 12. Excellent written communication skills to compose and edit letters, memos and other correspondence using proper grammar, punctuation, spelling and syntax. 13. Excellent customer service skills and ability to handle unexpected situations. 14. Excellent analytical skills with ability to review detailed work. 15. Demonstrated skill in financial analysis, planning, preparation and administration for a budget with multiple complex funding sources. 16. Demonstrated ability to design, modify, and generate spreadsheets, create formulas, modify formats and run various reports in Excel. 17. Ability to organize and manage large volumes of material in an established system with careful attention to detail. 18. Demonstrated skill in assessing situations, anticipating problems, gathering information or data, and recommending solutions. 19. Ability to handle sensitive materials and confidential information with discretion and tact. 20. Ability to function as a team member and to work independently with minimal supervision. 21. Ability to handle multiple tasks simultaneously and skill in setting priorities to meet rigorous deadlines. 22. Ability to work effectively with coworkers, customers and others by sharing ideas in a constructive and positive manner, listening to and objectively considering ideas and suggestions from others, keeping commitments, keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; addressing others by name, title or other respectful identifier; and respecting the diversity of our work force in actions, words and deeds. 23. Ability to use office equipment such as: personal computer, calculator, phone, photocopier, fax, scanner, printer, etc. 24. Ability to travel and work at Department locations where assigned faculty have offices. 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.