Administrative Assistant 3

The
Administrative Assistant will provide overall administrative support to the Department
of Medicine Space and Facility Office/Director. Aid in space projects according
departmental and university policies and procedures, assist in the coordination
of office and lab renovations and relocations, input data into the UCLA
inventory databases such as space inventory, equipment inventory. Responsibilities
include preparing correspondence, managing calendars, coordinating meetings,
scheduling interviews. Additional duties include preparing and distributing
meeting minutes, monitoring and editing content for communication, and
generating and reviewing reports using University financial systems and
internal databases. The Administrative Assistant will also assist with annual
events and special projects as needed.

Salary
offers are determined based on various factors including, but not limited to,
qualifications, experience, and equity. UCLA Health hourly range for this position
is $29.42-$42.14

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

Preferred:

* Demonstrated
experience with managing calendars, coordinating meetings, and travel
coordination