Easter Seals Jobs

Description

The Administrative Assistant completes day-to-day administrative tasks for assigned Vice Chairs within the Department of Family Medicine. Reporting to the Executive Assistant/Office Manager, in the Office of the Executive Chair, major responsibilities include, but are not limited to: managing calendars, scheduling meetings and coordinating events, and making travel arrangements for vice chairs related to their vice chair roles; drafting correspondence and proofreading; processing reimbursements and purchase orders; run various department metric reports as requested; sort mail, maintain inventory and order supplies for the vice chairs' offices; submit facilities work orders and other infrastructure requests such as pager, phone service or IT support. The Administrative Assistant will also complete special administrative projects as assigned by the Vice Chairs or Chair's office.

Salary Range: $28.23 - $40.44/Hourly

Qualifications

Required:

• Commitment to providing world-class service to constituents.

• Demonstrated ability to maintain confidentiality.

• Excellent interpersonal and communication skills to convey information clearly, effectively, professionally, and diplomatically with faculty, staff, leadership, donors, sponsors, and the community.

• Skill in performing a variety of duties, often changing from one task to another of a different nature, and under stress of frequent interruptions and/or distractions.

• Ability to set priorities to complete work in a timely manner and adapt to frequent changes in fluctuating workload.

• Skill in working independently and following through on assignments with minimal direction.

• Working knowledge of Microsoft Word, Excel including formulas, and PowerPoint.

• Skill in creating data spreadsheets and tracking expenses against budget.

• Experience writing professional and edit grammatically correct, business correspondence, reports, and emails.

• Skill in reading, interpreting, applying, and explaining policies and procedures.

• Experience managing schedules and calendars.

• Experience arranging meetings and events both in person and via zoom.

• Ability to supervise, train, and assign work to student workers.

• Ability to Lift 25lbs.

• Ability to walk frequently between UCLA buildings and floors.

Preferred:

• Working knowledge of administrative and business practices and procedures in a large-scale, complex organization, preferably in a university and/or clinical environment.

• Knowledge of general accounting terms and principles.

• Knowledge of University systems, policies and procedures related to purchasing, travel and reimbursements.

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