Administrative Assistant

General Information

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Work Location: Los Angeles, USA Onsite or Remote Flexible Hybrid Work Schedule M-F 8am-5pm Posted Date 01/10/2025 Salary Range: $29.42 - 42.14 Hourly Employment Type 2 - Staff: Career Duration indefinite Job # 21553

Primary Duties and Responsibilities

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The Department of Medicine is seeking to hire an Administrative Assistant to support the Medical Director of the UCLA Health Extensivist Program, who also serves as the Department of Medicine’s Chief Wellness Officer. This role focuses on managing administrative functions for the Extensivist Program and assisting with wellness initiatives. Responsibilities include managing the Director’s calendar, coordinating meetings, updating the paging system, and tracking data for the Addiction Medicine team. The assistant will organize weekly email huddles, prepare faculty schedules, reserve rooms, coordinate food deliveries, and handle reimbursements and vendor payments. Additional duties involve drafting documents, updating the program website, and planning the end-of-year event. For wellness initiatives, the assistant will coordinate surveys, analyze data, prepare reports, attend meetings, and take minutes, while contributing to wellness-related projects and research. The ideal candidate is flexible, highly organized, proactive, and skilled in multitasking, communication, and data management.

Hourly range: $29.42-$42.14

Job Qualifications

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Required:

• Demonstrated time-management skills to prioritize multiple tasks to maintain organization and efficiency in completing work in a timely manner when there are fluctuating workloads and conflicting deadlines

• Strong interpersonal skills to effectively and diplomatically interact with individuals in various organizational levels and with different social and cultural backgrounds

• Self-motivated with disciplined work ethic to work independently to follow through on assignments and complete tasks with minimum supervision

  Ability to understand when to seek assistance from appropriate staff and when to search for other resources when questions or problems arise
• Strong writing skills to compose routine business correspondence and announcements using correct spelling, grammar, syntax and following appropriate format and protocol

• Analytical skills to work with large volume of overlapping information to discern priorities, synthesize and organize them into actionable data

• Skills in exercising sound judgement in triaging calls, arranging meetings, handling confiden