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Administrative Specialist

Responsibilities

The administrative specialist will be responsible for providing administrative support to the Director of the UCLA Dermatology STAR Program and Associate Chief for the Department of Medicine, Division of Dermatology, and the lab staff. The focus of this position will including answering and screening calls, maintaining calendar and appointments through Outlook 365, arranging travel and visits, processing expense reports and travel reimbursements for the Director and the lab staff, coordinating meetings, agendas, meeting location, and ordering catering as needed. Also coordinate and submit MTA, IRB and ARC submissions as needed. Word processing duties include proofreading for accuracy and preparation of all letters of recommendation, correspondence, manuscripts, CVs, as well as maintaining Director's records on licenses, memberships, CMEs, website updates, newsletters, brochures, and other reports as needed. Assist, track and follow up on deadlines for grant submissions and grant renewals. Act as coordinator and liaison for the Director with laboratory, clinical and division staff, department faculty, and outside visitors. Assist with other administrative duties and/or special projects as assigned by the MSO, faculty, division chief, or division manager.
Qualifications

Excellent Management skills to maintain and organize the Director's calendar and activities. Proficiency in operating computer including Microsoft Office (Word, Excel, PowerPoint, and Outlook email). Ability to speak in a concise, diplomatic and respectful manner. Ability to act as liaison to faculty, staff, patients, and other visitors. Excellent interpersonal skills to establish and maintain effective working relationships with faculty, staff, students, patients and others. Excellent written communication skills to compose and edit letters, memos and other correspondence using proper grammar, punctuation, spelling and syntax. Ability to work under pressure. Ability to handle sensitive materials and confidential information with discretion and tact. Ability to function as a team member and to work independently with minimal supervision. Ability to track multiple tasks simultaneously. Skill in setting priorities to meet rigorous deadlines. Ability to use office equipment such as personal computer, calculator, photocopier, fax, scanner, printer, phone, etc. Flexibility to respond effectively to changing priorities and fluctuating workloads. Ability to learn UCLA BruinBuy, Travel Express, and other systems as needed. Knowledge of grants and funding agency policies and organization in order to obtain needed information and to complete projects as assigned. Knowledge of basic principles of ethical research, clinical trials, and related regulatory agencies and activities, and IRB experience. Preferred: Typing skills sufficient to quickly, and accurately prepare documents. Skill in preparing bibliographies and CVs directly from search materials. Bachelor's degree


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