Executive Assistant/Special Projects Coordinator - Patient Access Organization

University of California - Los Angeles Health; Los Angeles (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

UCLA Health seeks an Executive Assistant/Special Projects Coordinator for the Patient Access Organization (PAO). This role manages the Senior Director's calendar, handles correspondence, and supports leadership across the PAO with project coordination and administrative tasks.

The incumbent will balance multiple priorities, handle confidential information with discretion, and contribute to process improvements that enhance access to care for patients and communities served.

Qualifications

• Bachelor's degree or equivalent experience/training.
• Ability to multi-task and prioritize assignments with competing deadlines.
• Analytical skills to evaluate data and provide sound recommendations.
• Financial skills to calculate costs, projections and reports.
• Effective writing to develop concise business correspondence and reports.
• Strong verbal communication and interpersonal skills with staff at all levels.
• Demonstrated proficiency with Word, Excel, PowerPoint in Windows.
• Ability to work independently and handle confidential information discreetly.

Responsibilities

• Manage Senior Director's calendar and correspondence.
• Provide administrative support and coordinate projects within the PAO.
• Collaborate with leadership across the PAO to support initiatives.

Skills

Calendar management

Administrative support

Analytical skills

Financial skills

Effective communication

Education

Bachelor's degree

Tools

Word

Excel

PowerPoint

Job description

Description

UCLA Health runs and operates over 300 outpatient clinics located in Southern California with over 3,000,000 outpatient encounters annually. The Patient Access Organization (PAO) serves as the centralized access team for UCLA Health's ambulatory enterprise, ensuring timely, convenient, and equitable access to care for patients and the communities we serve. Our teams oversee high-volume centralized scheduling and call center operations, new patient referral intake and navigation, enterprise template and capacity management, workforce training and quality oversight, and scheduling pathways and technology optimization, including decision tree development and digital innovations. We operate at the intersection of operations, technology, and clinical partnership to align supply and demand, streamline workflows, and continuously improve how patients enter and engage with UCLA Health.

The Executive Assistant/Special Projects Coordinator for the PAO provides professional analytical support, project coordination and management, as well as specialized and general administrative support. The incumbent is responsible for managing the Senior Director's calendar, correspondence, administrative tasks and various projects as assigned. This role will also support other leadership team members across the PAO.

Qualifications

• Bachelor's degree in related area and/or equivalent experience/training
• Ability to multi-task and prioritize assignments to complete work in a timely manner despite competing priorities and conflicting deadlines.
• Analytical skills to evaluate data, solve problems, draw conclusions and make sound recommendations.
• Financial skills sufficient to calculate percentages, ratios, rates in order to: determine costs, provide financial projections, and prepare analytical reports.
• Effective writing skills to develop concise, effective and professional business correspondence, presentations and reports
• Effective verbal communications and interpersonal skills to actively listen, respond to the business need, and convey information concisely and professionally with individuals at all levels of the organization
• Demonstrated skills in using various software, such as Word, Excel, PowerPoint, in a Windows environment.
• Ability to establish and maintain cooperative working relationships with staff, coworkers and public.
• Ability to work independently and follow through on assignments with minimal direction
• Ability to work with confidential and highly sensitive information with discretion.
• Ability to establish and maintain positive, effective working relationships with peers, leaders, and staff.
• Ability to work accurately with details.
• Ability to demonstrate good judgement in all aspects of the job.
• Demonstrates the values of the organization: CICARE
• Demonstrate commitment to serving both the internal and external customers.