• Administrative Assistant III - Department…

    UCLA Health (Los Angeles, CA)


    Description

    We're seeking a skilled Administrative

    Assistant to join the team and provide overall administrative support to the

    Department of Medicine Space & Facility Office and Director. In this role,

     

    you will aide in space projects according to Departmental and University

     

    policies and procedures, and assist in the coordination of office and laboratory

     

    renovations and relocations, input data into the UCLA Space Inventory database (used

     

    by Facilities Management and Capital Programs for building renovation, by other

    campus groups for space management and data reporting, and for compliance with UCOP

    annual analysis of space usage). You will also assist with annual events and

     

    special projects as needed.

    The

    full hourly salary range for this position is $30.36 - $43.49. Please note, the

     

    department's target hourly salary range is $30.36 - $36.41.

    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.

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

    * Interpersonal skills to communicate diplomatically and effectively with all levels of faculty, staff and non-University entities, Ability to use judgment when dealing with confidential information.

    * Skill in performing a variety of tasks independently with minimal direction in a timely matter under conditions of fluctuating workloads, competing requirements, and changing deadlines and priorities.

    * Demonstrated ability to operate a computer with a Windows environment utilizing MS Office to perform word-processing, spreadsheet analysis, and database programming and management.

    * Reading skills to comprehend University policies and procedures, skill in organizing and prioritizing workload in order to meet deadlines in light of changing and/or heavy workload and competing requirements

    * Skill in organizing and maintaining up to date, accurate bookkeeping records on-line and maintaining alpha-numeric files.

    * Skill in performing with frequent interruptions and/or distractions

    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.