You can make a difference in people’s lives every day. When you join UCLA Health, you’ll be working at an institution that provides leading-edge care to the people of L.A. and throughout the world. We provide our team members with the environment and support to do amazing work, because each and every one of them plays a vital role in our commitment to care.
The Administrative Specialist will be responsible for supporting the work of the Communication and Dissemination Core (CDC) of the UCLA Coordination and Evaluation Center (CEC) and will provide coordination and administrative support to the leadership of the CDC. Will assist in the preparation, processing, editing, proofreading, and formatting of CDC pre and post meeting communications including agendas, minutes, and any follow-up documents needed; assist with compiling and summarizing information gathered from sites, and other written materials disseminated to a diverse audience. Coordinate the activities and general maintenance of documents and resources of the CDC. Will be responsible for special projects as assigned by the CDC investigators which may include editing of newsletters, electronic magazines, pictures and text. Provide coordination and administrative support to assigned teams and manage a web based document repository for the teams. Will also maintain web calendars and project tracking for upcoming deadlines in support of assigned projects and teams.
In addition to the work above on behalf of the CDC, the incumbent will provide coordination and administrative support to the Diversity Program Consortium’s Communication Working Group (CommsWG) as assigned by the CDC Director. The tasks include assisting in the development of tracking systems for outputs; timely communication with committee members; calendar and meeting management, including scheduling, notifications, development and distribution of meeting materials including minutes and agenda; and other duties in support of the CommsWG as assigned by the CDC Director. The incumbent will also be responsible for assisting with general administrative duties for the CEC Administrative Core (AC) at times of work overload and/or during episodic events, such as the DPC Annual Meeting. These duties may include coordinating travel arrangements, processing travel reimbursements, and purchase orders; tasks relating to form development, management of document repositories; provide assistance for annual meeting preparation and on-site meeting support.
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.
Required: Demonstrated ability to communicate effectively and provide accurate information in a timely manner. Demonstrated ability to adapt to shifting demands of projects and priorities as determined by program manager. Demonstrated understanding of confidential information, how it is defined, and demonstrated skill in maintaining confidential status of such information. Demonstrated interpersonal skills to work with program partners, principal investigators, administrators, work colleagues, representatives from sponsors and others to achieve maximum efficiency in reaching and maintaining workplace goals in a professional manner. Demonstrated ability to prioritize workload to meet demands of investigators. Demonstrated ability to develop, modify and maintain website content Demonstrated ability to develop, modify and format statistical tables. Demonstrated ability to develop, modify and maintain presentations. Advanced working knowledge of general office software, hardware, and audio/visual equipment use (e.g., MS Office Word, Excel, PowerPoint, laptops, projectors, etc.). Ability to use grant agency style guidelines to edit proposals and bibliographies. Ability to seek appropriate staff and other resources when questions regarding format, illegible writing, or office procedures arise. Skills in typing numerical tables of data using format provided. Ability to type with speed (minimum 55 WPM) and accuracy using PC. Ability to prepare bibliographies using EndNote or ProCite directly from photocopies of references or from Medline searches. Fluency in spoken & written English with excellent skills in written professional communication. Must be professional and produce quality results under shifting and/or rigid deadlines (including timely requests, submissions, and communications). Must have 3-5 years’ experience in an administrative environment with frequent workload changes, competing demands, and interruptions. Must be well-organized, resourceful, self-starter, respectful to all persons, and work independently as necessary. Ability to independently think about the connections between assigned teams and other administrative responsibilities, including enhancing communications between assigned projects and the Center administrative core.
Preferred: Demonstrated ability to develop, modify and format social media content. Ability to navigate and use the NIH Manuscript Submission System (NIHMS) Advanced working knowledge of basic design programs (Microsoft Publisher, Adobe Creative Suite, etc.) Advanced working knowledge of project management software (Microsoft Project, Asana, etc.) Knowledge of University policies and procedures on travel. Knowledge of University policies and procedures regarding procurement. Prior experience in an academic research setting providing administrative support.