Administrative Specialist - Surgery


Reporting to the Operations Manager of the Center for Advanced Surgical and Interventional Technology (CASIT) with additional routine direct support to the CASIT Executive Director, the UCLA CASIT AEI Director, and the CASIT Managing Director, this team member provides critical administrative support to the CASIT leadership team.
Major responsibilities include:
Acting as the front face of CASIT for the larger CASIT community and clientele
Maintenance of the published CASIT calendar and those of select CASIT leadership
Coordination, scheduling and management of CASIT meetings, courses, and event
Corresponding with internal and external clients and suppliers
Composition and transcription at an executive level
Coordinating and managing domestic and international travel
Establishing and maintaining administrative, academic and research records related to the management of CASIT
Research, preparation and editorial assistance for CASIT print, online and multimedia publications and presentations, including maintenance of the CASIT website using a content management system (CMS)
Create and maintain various CASIT database records
Manage CASIT supplies inventories
Assist in planning and execution of CASIT events and courses
Occasional supervision of CASIT student workers and temporary staff (such as event- or course-specific support staff); Coordinate catering
Be available on a flexible schedule to support special events which may occur outside the typical work hours, which may occur on an occasional basis or on a rotating schedule, depending on CASIT needs
Develop materials for and assist with training and orientation of new CASIT members.


Demonstrated high level of personal initiative and ability to work independently with minimal supervision, using sound critical thinking skills, good judgment, and appropriate troubleshooting problem solving, and escalation skills.
Experience in coordinating, organizing, and prioritizing personal assignments and program needs, despite challenges, to maintain an appropriate sense of immediacy, consistently meet deadlines, and generally ensure a smooth flow of routine operations.
Demonstrated high level of skill in MS Word, and Excel, and demonstrated ability to understand personal computer organization and operating principles and to learn new applications, as needed.
Outstanding ability to communicate with tact and diplomacy, both verbally and in writing
Ability and to establish, foster and maintain professional working relationships on a variety of levels within the CASIT team and affiliates, and throughout the organization.
Outstanding ability to participate in establishing effective local business practices and policies that promote smooth operations and achievement of CASIT business goals, including the ability to communicate and enforce these practices and policies among a diverse population of clientele at a variety of levels throughout the organization and via multiple communication modalities (e.g. via phone, email, website, written correspondence, and in-person.)
Experience with MS Powerpoint, Adobe Acrobat Pro, and one or more website content management systems, a plus.
Experience with image and video editing software for routine business multimedia publication purposes, a plus.
Familiarity with complex information technology, audiovisual technology, surgical technology, interventional medicine technologies, and/or simulation technologies, a plus.
Diverse experience in other relevant areas such as clinical services, teaching, coaching, public speaking, technical writing, graphic design, working at a help desk, etc., a plus.

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