Administrative Assistant II, Per Diem - Westwood Main OR

University of California - Los Angeles Health; Los Angeles (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

University of California - Los Angeles Health is seeking an Administrative Assistant II responsible for scheduling, front desk communications, and secretarial support to administrative staff. The role ensures a well-organized, efficient office environment and participates in maintaining performance standards across areas.

Qualifications include proficiency with IBM PC/Windows, Excel, strong typing (60-70 wpm), medical terminology knowledge, and the ability to handle confidential information

Qualifications

• Proficient with IBM PC, Windows, and Excel.
• Strong editing skills for grammar, spelling and punctuation.
• Clear speaking voice with appropriate vocabulary and grammar.
• Confidential handling of subject files and privacy.
• Typing 60-70 wpm for business correspondence.
• Knowledge of standard business letters and formats.
• Working knowledge of medical terminology.
• Ability to establish cooperative relationships with staff.
• Ability to set priorities reflecting job importance.
• Adherence to UCLA Medical Center policies and procedures.
• Familiarity with organizational structure.
• Flexibility to accept shift changes as needed.
• Respond to emergency calls or disasters.
• Operate computer terminal, intra-communication system, and copier.
• Lift and carry boxes up to 30 lb.
• Sustain professionalism in presentation and communication.
• Maintain patient privacy and confidentiality.
• Communicate effectively with scheduling coordinators, surgeons, residents, and families.
• Comfort with organizing materials to maximize efficiency.

Responsibilities

• Perform scheduling duties and front desk communications.
• Provide secretarial assistance to administrative staff.
• Maintain an organized, smooth-running office and uphold performance standards.
• Adapt to departmental scheduling protocols and shifts as needed.
• Support the team in handling interruptions and emergencies.

Skills

Excel

Typing 60-70 wpm

Editing for grammar

Medical terminology

Scheduling coordination

Confidentiality

Office communication

Time management

English literacy

Secretarial skills

Tools

IBM PC compatibility

Windows

Photocopier machine

Intra-communication system

Job description

Description

The Administrative Assistant II is responsible for all aspects of scheduling, Front Desk communications, and secretarial assistance to administrative staff. He/she is responsible for providing and maintaining an organized, smooth functioning and efficient office environment to ensure maximum services. He/she participates in setting, implementing, communicating, and maintaining standards of performance in each area.

Qualifications

• 1. Possesses working knowledge and ability to operate an IBM PC system, utilizing Windows program, and Excel.
• 2. Skill in editing correspondence for correct grammar, spelling and punctuation.
• 3. Skill in speaking clearly and distinctly using appropriate vocabulary and grammar.
• 4. Skill in confidentially establishing and maintaining subject files.
• 5. Typing skills for preparing business correspondence with speed (60-70 wpm) and accuracy.
• 6. Knowledge of standard business letter and table format.
• 7. Knowledge of standard business letter and table format.
• 8. Working knowledge of medical terminology.
• 9. Ability to establish and maintain cooperative working relationships with other employees.
• 10. Skill in setting priorities that accurately reflect importance of job responsibility.
• 11. Knowledge of and adherence to UCLA Medical Center and Department policies and procedures.
• 12. Knowledge of and adherence to organizational structure.
• 13. Ability to accept shift changes based on the needs of the Department.
• 14. Ability to respond to emergency calls; i.e., in case of a disaster.
• 15. Ability to operate a computer terminal, intra-communication system, and photocopier machine.
• 16. Ability to lift and carry boxes or packages up to 30 lb.
• 17. Ability to spend about 85% of the time sitting or walking, stooping, reaching up and down, handling objects, papers, equipment carefully and safely.
• 18. Ability to recognize when assistance/guidance is needed.
• 19. Functions within the scope of responsibility.
• 20. Ability to maintain professionalism in regards to personal presentation, behaviors, and communications.
• 21. Maintains patient privacy and confidentiality.
• 22. Knowledge of patient and family needs based on the patients' developmental and chronological age.
• 23. Ability to speak, write, and comprehend English.
• 24. Skill in appropriately, professionally and courteously interacting with scheduling coordinators, secretaries, surgeons, residents, health team members, and patient families.
• 25. Skill in organizing material and information in a systematic manner to maximize efficiency and minimize duplication of effort.
• 26. Maintains professionalism and tactfulness in applying scheduling protocols; must be flexible in adapting new protocols.
• Ability to work in an environment with frequent interruptions and distractions