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Administrative Analyst

Responsibilities

Provide administrative and organizational support to Drs. Soma Wali and Arleen Brown and the UCLA-affiliated faculty in the OVMC Division of Primary Care, Division of Hospital Medicine, and UC Health facilities (including the UC Health Santa Clarita Clinic) related to health-services research, academic teaching and patient services such as: preparing and processing grant applications, research reports and manuscripts, letters of recommendation, and university reimbursement and procurement forms; coordinating busy research conference-call and meeting schedule on e-calendar; coordinating all meetings with research-team members; preparing presentations for community, clinical, and national-scientific meetings; making travel arrangements; coordinating division and department meetings in Primary Care Clinic and in GIM and HSR; and coordinating patient access to care across systems between OVMC and the UC facilities (including hospitals, clinics, radiologic, and clinical laboratory facilities). Research responsibilities include development, writing, and production oversight of extramural applications (e.g., NIH, AHRQ, HRSA, and NSF), as well as responses to comments from previous review, and comprehensive prospecting for extramural support from the public, nonprofit, and for-profit sectors. Additional responsibilities include development, writing, and production oversight of written materials for content materials such as manuscripts and outreach materials; analysis and interpretation of RFAs, previous applications, and development of responses to specific reviewer comments. Oversee the day to day administrative functions of Cottage L, located on the OVMC Campus. Provide front office administrative assistance as needed.
Qualifications

Skill in editing for spelling, punctuation, & grammar. Ability to recognize, spell and use technical and medical terminology appropriately. Ability to use journal & granting agency style guidelines to prepare manuscripts, proposals, & bibliographies. Typing skills to quickly and accurately prepare documents. Skill in proofreading typed material and all written works. Skill in typing questionnaires and manuscripts from rough handwritten draft and edited versions into final forms. Ability to seek appropriate staff and other resources when questions regarding format, illegible writing, or office procedures arise. Skill in typing numerical tables of data using format provided. Knowledge of standard abbreviations for medical journal titles and demonstrated ability to use reference sources to find/check unusual abbreviations. Ability to type with speed and accuracy using IBM PC or Mac. Ability to use software in MS Office programs, including mastery of Word, Excel, and Powerpoint. Ability to prepare bibliographies using EndNote, ProCite, Zotero, or other popular bibliographic database directly from photocopies of references and or from Medline searches. Knowledge of LAC DHS and ERI policies and procedures on travel and procurement. Familiarity with University HSPC and IRB forms and procedures. Familiarity with LAC DHS HSPC and IRB forms and procedures. Skill in speaking clearly and distinctively using appropriate vocabulary and grammar to obtain and convey information at various organizational levels within and outside the University. Ability to handle multi-line phone system. Ability to perform duties and tasks independently with minimal supervision. Demonstrated ability to establish and maintain cooperative working relationships with other staff members and faculty. Skill in setting priorities which accurately reflect relative importance of job responsibilities and in coordinating projects from multiple supervisors. Skill in exercising good judgment in referring calls to faculty. Adaptable and flexible with superior organizational skills, superb attention to detail, and the ability to prioritize work and organize material in a systematic way. Ability to operate copy and fax machines. Preferred: Ability to locate patient-related information using EPIC/CareConnect and Orchid. Knowledge of University policies and procedures on travel and procurements.


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