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 Department of Medicine is seeking to hire an Administrative Assistant III to provide high‑level administrative support to faculty within General Internal Medicine and the broader department. This role is central to keeping academic, research, and clinical operations running smoothly.
Key responsibilities include preparing correspondence, statistical tables, graphs, and databases; maintaining faculty biosketches and CVs; scheduling meetings and appointments; managing phone messages; ordering supplies; arranging travel; and supporting the preparation of university documents such as reimbursements, grant application materials, and IRB submissions. You will also assist with manuscript formatting, literature review compilation, event coordination, and updates to faculty websites.
This position is ideal for someone organized, proactive, and detail‑oriented, with strong communication skills and the ability to manage multiple tasks in a fast‑paced academic environment.
Hourly range: $30.36-$43.49
- Skill in editing for spelling, punctuation, and grammar
- Ability to use journal and granting agency style guidelines to prepare manuscripts, proposals, and bibliographies
- Typing skills to quickly and accurately prepare documents
- Skill in proofreading typed materials
- Skill in typing numerical tables of data using format provided.
- Knowledge of standard abbreviations for medical journal titles and demonstrated ability to use reference sources to find/check unusual abbreviations.
- Ability to use software Microsoft Windows, Microsoft Office (Word, PowerPoint, Excel, Outlook, Access), Dreamweaver, Internet Browsers.
- Ability to prepare bibliographies directly from photocopies of references or from Medline searches.
- Ability to perform duties and tasks independently with minimal supervision.
- Demonstrated ability to establish and maintain cooperative working relationships with other staff members and faculty.
- Skill in setting priorities which accurately reflect relative importance of job responsibilities and in coordinating projects from multiple supervisors.
- Superb attention to detail
- Must have effective communication skills through speech, listening, and fluency through reading, writing, and speaking.
- Must be organized and able to keep accurate records.
- Ability to correctly judge the best way to accomplish each step of required tasks.
- Ability to establish and maintain cooperative and productive working relationships with co-workers, research coordinators, and participants.
- Skill in working independently and following through on assignments.
- Available and willing to work evenings and weekends on occasion.
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Ability to recognize, spell, and use technical and medical terminology appropriately
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Skill in typing questionnaires and manuscripts from rough handwritten draft and edited versions into final formats
- Ability to seek appropriate staff and other resources when questions regarding format, illegible writing, or office procedures arise.
- Knowledge of standard abbreviations for medical journal titles and demonstrated ability to use reference sources to find/check unusual abbreviations.
- Knowledge of University policies and procedures regarding travel and procurement.
- Familiarity with University HSPC and IRB forms
EMPLOYMENT SCAM ALERT:
UCLA Health Recruitment is currently being targeted by scam artists through external job board sites. Review some tips in order to avoid becoming targeted. El reclutamiento de salud de UCLA actualmente está siendo atacado por estafadores a través de sitios de juntas de trabajo externos. Revisar algunos consejos para evitar ser apuntado.
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VINCENT, Sr. CLS Specialist, Toxicology
MONICA
I've been blessed to touch so many lives through my serving. It's a privilege to uplift other employees with words of encouragement and a smile.
SOZIT
The first thing i noticed when i joined the team was how everyone is very welcoming and friendly with supportive management. I did not feel like an outsider.
EDGAR
Once I joined, I knew UCLA Health was THE place to be due to the growth potential and training offered
RENE
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ERA
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ELIZABETH
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JERRY
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ORLANDO
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KATHERINE
UCLA Health is a supportive, collaborative, and purposeful environment where leadership is invested in your growth and creating real opportunities. And knowing that what we do matters gives a real sense of purpose.
DR. ISLA GARRAWAY
UCLA has incredible resources and a team science approach. The ability to work with collaborative teams and access the amazing resources around campus is the best part about being at UCLA.
RADU
UCLA is very diverse in its personnel as well as its many research fields studied
JENNA
UCLA Health provides so many opportunities to exchange ideas, share moments and grow. I have learned a lot about team management and relationship building.
SHARON
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TARO
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