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Job Field: Legal Jobs
Location: Los Angeles, CA
Salary: $Not stated

JOB SUMMARY:

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<tr><td valign="top" width="450"><b>Job Title:  Admin. SpecialistUCLA Title:  Admin. SpecialistJob No.:  H62918Work Hours:  M-F/8:00am-5:00pmWork Location:  1621-D RRMCJob Type:  CareerDuration:  IndefiniteMinimum Salary:  $18.09 / $3147Maximum Salary:  $34.94 / $6079Layoff Referral Deadline:  07/10/2012Bargaining Unit:  99Job Duties: Calendaring: Manage calendar for diverse committees, groups and activities of the Medical School, Medical School Admissions, Medical Group, Medical Staff Office, Hospital Administration, and Department of Radiological Sciences, in which assigned faculty participate. Answer and screen all incoming phone calls to Section faculty and transmit messages in timely fashion. Check voicemail regularly. Ensure that section administrative needs are met at all times through staggered absences of staff, procurement of temporary administrative support, cross-coverage, etc. Schedule meetings, lectures and conferences: obtain schedules of all involved, secure venue, send reminders, set up and take down presentation equipment if necessary. Take minutes of meeting, word process and distribute as requested. Coordinate and process requests for travel, vacation, meetings, conferences, absences and coverage in Section for faculty, visiting faculty, Clinical Instructors, Ph.D.s and students. Prepare, process and maintain all material and reimbursements necessary for these events, including preparation of itinerary and agenda, as applicable. Perform financial management of Section: utilize online Business Info. System (BIS), communicate with Dept. Finance Office regarding section purchases, faculty academic account balances and reimbursements. Attend section meetings and take minutes to word process and distribute as requested. Make travel arrangements and process payments and reimbursements in a timely manner.Back up and organize electronic files on a weekly basis either through the network or external storage. Maintain records on licenses, memberships, CMEs, etc. and process renewals as needed. Word process and edit reports, correspondence and manuscripts. Prepare documentation/dossiers for periodic Hospital re-credentialing, CME verification (annually), and promotion (every 2-3 years). Perform library researchPick up mail in the morning and in the afternoon in the appropriate departmental mailroom. Deliver and pick up other correspondence as requested by faculty. Prepare and send overnight parcels.Ensure smooth running office by maintaining inventory of office supplies, medical supplies, instruments, drug company catalogs, etc. Retrieve clinic notes, procedure reports, and pathology reports from C-View. Perform as liaison for Section with various faculty, fellows, residents and visitors. Schedule and manage multiple call schedules, which include night and weekend call and outpatient noon and evening call.Coordinate and assign call for Department Faculty and Clinical Instructors: distribute throughout the Department. Administer conferences, acting as coordinator and liaison. Assist patients as needed. Implement timely and appropriate follow-up with patients, faculty and colleagues. Schedule clinical cases relevant to the section, including Interventional Radiology procedures (IR), and ensure all authorizations and paperwork are in place. Facilitate scheduling of images and reports. Maintain understanding and familiarization of section&rsquo;s functions and operations. Update database of all call activity for all faculty / housestaff involved annually (approx. 60 people). Initiate and follow up on proctoring and peer review throughout the year.Extramural funding: Oversee grant preparation from start to final submission, including collecting forms, gathering relevant information, assisting with budgeting, acting as Data Manager, etc.Assist in preparation and submission of IRB applications and renewals. Word process manuscripts and other materials to be published in professional journals starting from rough draft to final copy, ensuring final draft has cor

KEY REQUIREMENTS:

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