Administrative Specialist

ResponsibilitiesUnder the general supervision of the Aortic Center Medical Director, Physicians, Vascular/Podiatric Clinic MSO and Vascular Surgery Administrative Director, provide clinical, academic, and general administrative support for several physicians and division.
Major functions include, but are not limited to: Residency Education, updating website using Site Maker, answering heavy telephone lines, acting as a resource person to callers from within and outside of UCLA; scheduling patient appointments; scheduling tests, procedures or other medical consultations as ordered by the physician. Act as a patient advocate in assessing and addressing patients?? needs, and communicating those needs to the surgeon for his review and input. Compose heavy typing of correspondence, assist to maintain physician??s calendar, maintain patient and administrative files, processing of LVO's/PAC and travel reimbursements; organize and support special events. Coordinate resident rotations to the UCLA/VA hospitals. Provide back office support and scheduling for physicians in Vascular and Podiatric Surgery.

QualificationsAdvanced skill with PC system and programs such as Excel, MS Word, Outlook, Internet Explorer and Site Maker.
Ability to establish and maintain cooperative working relationships with other staff members, physicians, administrators, patients and visitors
Ability to work independently with general instructions or guidelines
Advanced Skill in writing grammatically correct routine correspondence
Ability to use multi-line telephone system, fax, typewriter, copier
Ability to establish and maintain cooperative and collaborative working relationships with administrative and academic personnel.
Skill in negotiating and exchanging ideas, information, and opinions to formulate procedures and arrive jointly at decisions with individuals and groups at various organizational levels.
Ability to prioritize assignments to complete work in a timely manner when there are changes in assignment, pressure of deadlines, competing requirements and heavy workload.
Writing skills to compose logical, detailed and grammatically correct documents.
Skill in motivating others and stimulating people to effective actions.
Skill in working independently and following through on assignments with minimal direction.
Skill in listening perceptively, establishing rapport, and relaying information to faculty, staff and patients.
Ability to provide and create reports as requested by administrators.
Ability to maintain physician and patient confidentiality
Knowledge of medical terminology

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