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Administrative Assistant II

Responsibilities

This position provides administrative support for the Simms/Mann-UCLA Center for Integrative Oncology, a center providing psychosocial and integrative support for cancer patients and their families. Assist patients in feeling cared for and cared about when they enter the Center or call with needs. Position requires ability to multi-task and handle frequent interruptions as this position is the first person with whom people meet when they enter the Center. Orient patients and visitors to the Center and respond to questions/inquiries about the Center's programs and services. Under the general supervision of the Administrator, provide general and administrative support to the staff and patients of the Center to implement the programs and services of the Center. Specific tasks include: answering phones and email; data entry and report generation; purchasing supplies for the Center and its program Reflections utilizing Bruinbuy; assist in set-up of Insights Into Cancer, a free public series series; prepare presentations using PowerPoint, assist with scheduling a wide range of cancer support groups; copying and distributing Center materials; provide staffing as needed for events and meetings, enter support group notes in CareConnect. Update Center website using Wordpress as required. Provide assistance for the Integrative Oncology Program: explain program to patients, prepare soft charts, pull medical records, schedule appointments in CareConnect, make follow up phone calls, ensure proper patient documentation, collect payents. Other office duties as assigned.
Qualifications

Typing skills to prepare forms, manuscripts, and correspondence with speed and accuracy. Ability to follow proper channels of policies & procedures, communication & work standards. Skill to organize tasks to facilitate smooth work/patient flow. Ability to convey warmth and caring in interpersonal interactions with patients and families. Ability to feel comfortable working around patients with a cancer diagnosis. Demonstrated ability to be punctual and maintain a superb attendance record. Demonstrated organizational skills and ability to work effectively with absolute attention to detail and accuracy. Demonstrated ability to be punctual and maintain a satisfactory attendance record. Skill in maintaining a harmonious work atmosphere, practicing excellent customer service. Excellent English writing skills in grammar, spelling and punctuation for all correspondence. Excellent English verbal communication skills to interact courteously and effectively with Center staff, faculty, patients and their family and volunteers. Ability to, as needed, work some overtime, evenings and weekends for Center's program activities and special events. Ability to learn new cancer-related terminology, new software, new systems, etc. Must be able to staff evening lecture series (one Tuesday per month) and occasional evening and weekend lectures. Must be aware of and sensitive to patient privacy, HIPAA, CICare. Preferred: Knowledge of/ ability to learn to schedule patient appointments and encounter patients using CareConnect. Knowledge of/ability to learn university purchasing systems.


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