Saint Louis, Missouri
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Baltimore, Maryland
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Dallas, Texas
Posted: 12-Feb-25
Location: Los Angeles, California
Internal Number: 146221181
The Semel Institute and Department of Psychiatry are seeking to hire a full time Administrative Assistant III to support efforts at the David Geffen School of Medicine Research Theme in Health Equity and Translational Social Science (HETSS) and the Department of Psychiatry and the Semel Institute JEDI Office.
The HETSS Research Theme aims to advance health equity research by integrating the broad determinants of individual, community and population health both on- and off-campus through UCLA’s commitment to teaching, research, and service while centering on equitable participation, engagement, and voice throughout all stages of the process. The JEDI office aims to advance diversity, equity and inclusion for students, residents, fellows and faculty in the Department of Psychiatry/Semel Institute in the context of scientific excellence, outstanding scholarship and innovation and the highest level of compassionate, high-quality care for our patients.
In this role you will do the follow type of work:
- Provide support such as managing the front desk
- Scheduling, preparing documents for and coordinating all meetings and travel
- Supporting the planning and execution of special events
- Handling purchasing and reimbursements
- Creating and maintaining the program website
- Creating graphs, tables, spreadsheets and slide presentations
- Collecting and seeking data for initiatives and papers
- Creating and maintain databases and tracking system for program progress, publications, contacts, etc.
- 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
- Skills in typing numerical tables of data using format provided Knowledge of standard abbreviations for medical journals titles
- Knowledge of standard abbreviations for medical journals titles and demonstrated ability to use reference sources to find/check unusual abbreviations Previous experience in coding surveys
- Ability to type with speed and accuracy using PC or Mac
- Ability to use Zoom, Qualtrics, Canva platform, MS Office programs, ProCite/EndNote, and social media e.g. Instagram, Facebook, and X.
- Ability to prepare bibliographies using EndNote or ProCite directly from photocopies of references or from Medline searches
- Knowledge of University policies and procedures on travel
- Knowledge of University policies and procedures regarding procurement
- Familiarity with University HSPC and IRB forms
- 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 handle confidential material information with judgement and discretion Ability to work efficiently and complete tasks with thoroughness and accuracy 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 exercising good judgment in referring calls to faculty
- Skill in coordinating information transfer among multiple constituents.
- Skill in setting priorities which accurately reflect relative importance of job responsibilities and in coordinating projects from multiple supervisors
- Open to working flexible hours as required to meet specific project deadlines
- Maintain confidentiality, work independently, and exercise good judgement in prioritizing assignments
- Demonstrated skill in maintaining a courteous and calm demeanor and professional appearance in continuously changing environment with frequent interruptions and distractions. Superb attention to detail
- Ability to work as part of a team and to establish and maintain cooperative working relationships.
- Ability to operate fax machine.
