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The Department of Medicine is seeking an Administrative Assistant 2 to provide comprehensive administrative and financial support to the Executive/Administrative Director. This role also involves offering overall administrative assistance to the office manager and division administration offices. Responsibilities encompass managing the director and divisional calendar, arranging meetings, events, teleconferences, and conferences, as well as organizing documents and upkeeping office files. Additional duties include aiding with front desk tasks and covering the Department Chair's office when necessary. The position involves preparing, processing, photocopying, faxing, and/or filing routine correspondence, such as memos, letters, and official documents. Furthermore, assisting with purchasing and order tracking, monitoring deliveries, and reconciling packing slips is part of the responsibilities. The role may also involve delivering and collecting essential documents at various UCLA locations when required. Salary range: $24.57-$34.87 Hour
Required: • Knowledge and proficiency of Microsoft Office applications including Word, Outlook, PowerPoint, Excel, Adobe Acrobat and willingness to learn new computer-based systems and programs for worksite management. • Computer skills sufficient to maintain calendars, communicate by email, prepare forms, edit and revise documents, track activity. • Demonstrate skill in using Excel to maintain spreadsheets, database files/ lists and prepare special reports. • Strong math and analytical skills to accurately calculate and process transactions, recognize errors and make timely adjustments. • Demonstrate oral communication skills to obtain and convey information clearly, accurately and in a timely manner. • Ability to communicate effectively and with mutual respect with faculty, co-workers, service departments, off-campus members and outside vendors. • Ability to follow through on assignments until completed or communicates why assignment cannot be finished. • Ability to prioritize and perform several tasks simultaneously in a timely manner in a high workload environment. • Ability to answer incoming calls and take appropriate and detailed messages. Preferred: • Demonstrate skill with procurement process: communicate with vendors, obtain price quotes, prepare purchase orders, collect invoices, track deliveries and reconcile packing slips. Note: May be subject to test in qualifying skills
