Administrative Specialist

Found in: beBee S US - 2 weeks ago


Los Angeles, United States UCLA Health Full time
Description

The Department of Medicine is seeking to hire a motivated Administrative Specialist to provide integral daily support for the Liver Center. In this role, the you will cultivate and sustain collaborative working relationships within a bustling research office environment. Responsibilities encompass a range of tasks, including scheduling meetings, coordinating events and conferences, capturing and disseminating meeting minutes, managing travel arrangements for faculty and visitors, and overseeing documentation for grant submissions. Additionally, you will oversee procurement responsibilities such as ordering supplies, facilitating purchase orders through Bruin Buy, processing honorariums, and managing reimbursements. You will also play a pivotal role in planning and organizing lecture series, contributing to annual symposiums, and undertaking various projects as assigned. Hourly range: $22.03-$43.68Qualifications

Required: * HIPPA and ability to handle confidential matters with discretion. * PC computer systems and applications using Word, Excel, Adobe Acrobat, Outlook, and calendar creator software. * Experience in using fax, copier, digital phone transcription, and audio-visual equipment.. * Demonstrated strong organizational skills to facilitate an extremely busy and demanding office environment. * 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 handle deadline pressure and to deal with a multitude of multi-project and task-oriented duties * Ability to establish and maintain effective working relationships with tact and sensitivity at all levels * 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. * Ability to conduct oneself professionally at all times * Demonstrated skills in travel scheduling, accommodations, and conference room set-up logistics. Preferred: * 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
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