The Department of Medicine is currently seeking an exceptional Administrative Specialist to join our team. In this role, you will provide crucial administrative and technical support to three faculty members and two project directors within the UCLA Division of General Internal Medicine & Health Services Research and the UCLA Clinical and Translational Science Institute (CTSI). As an Administrative Specialist, you will play a vital role in supporting the operations of the Clinical and Translational Science Institute's Biomedical Informatics Program (BIP) and the Workforce Development Program (CTSI-ED), in collaboration with leaders and members from the UCLA Office of Information Technology (OIT). Your responsibilities will span a diverse range of activities that contribute to the success of the CTSI's CCLE-based instructional course-management system and other BIP- and CTSI-ED-related projects. Your tasks will include coordinating and organizing in-person meetings, handling all logistics such as catering, room reservations, and travel arrangements for an exciting new Providence-UCLA chronic kidney disease research project. Additionally, you will be responsible for hosting project-related phone calls and ensuring accurate documentation through the capturing and distribution of meeting minutes and agendas from both meetings and webcasts. You will also have the opportunity to update four websites, including a national program website for UCLA, University of Michigan, University of Pennsylvania, and Yale University. Furthermore, your expertise will be utilized in the creation and management of a secure online grant library for the UCLA CTSI. Lastly, you will provide valuable assistance to faculty and project directors in the administration of the CDC-funded Natural Experiment Network. We are seeking a detail-oriented and highly organized individual who can thrive in a fast-paced environment. If you are are passionate about contributing to impactful research initiatives, this opportunity is an ideal fit for you. Target hourly rate: $22.03-$43.68
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Required: * Skill in proofreading & editing typed documents for correct spelling, punctuation, & grammar. * Ability to use journal & granting agency style guidelines to prepare manuscripts, proposals, & bibliographies. * Ability to proofread, edit, update & maintain existing website using HTML coding. * Ability to prepare bibliographies directly from reference sources, such as Medline searches. * Ability to recognize, spell & use technical & medical terminology correctly. * Knowledge of University policies & procedures making travel arrangements & processing procurement & reimbursement forms. * Ability to speak, read & write both English & Spanish fluently. * Ability to establish & maintain cooperative working relationships with faculty & other staff members. * Skill in speaking clearly & distinctively using appropriate vocabulary & grammar to obtain & convey information at various organizational levels within & outside the University. * Skill in setting priorities which accurately reflect relative importance of job responsibilities & in coordinating projects from multiple supervisors. * Experience with web-based courseware systems such as Moodle or Blackboard, at least as a user and preferably as a system administrator * Thorough understanding of web-based systems, including the functioning of web browsers and web servers in producing the user experience * Ability to understand and troubleshoot basic problems with personal computers. * Demonstrated ability to manage time and to set priorities that accurately reflect the relative importance of job responsibilities, so that projects or tasks are completed on time. * Working knowledge of computer networking concepts and backup procedures. * Outstanding ability to communicate, interact with, and train end-users of various skill levels and backgrounds, both individually and in groups. * Photography and processing digital images as needed for websites, flyers, presentations, etc. Preferred: * Familiarity with University IRB application procedures & forms
