Executive Assistant/Special Projects Coordinator - Patient Access Organization

UCLA Health; Los Angeles (CA); On-site; USD 47,000 - 74,000; Full time

Job summary

UCLA Health seeks an Executive Assistant/Special Projects Coordinator for the Patient Access Organization (PAO) to provide analytical support, coordinate projects, and manage the Senior Director's calendar and communications. The role also backs other PAO leaders, ensuring timely and professional handling of initiatives and schedules.

Responsibilities include coordinating complex tasks, supporting leadership in strategic efforts, and maintaining high standards of discretion when handling

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.

Responsibilities

• 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.
• This role is responsible for managing the Senior Director's calendar, correspondence, and various projects as assigned.
• This role will also support other leadership team members across the PAO.

Skills

Multi-tasking

Analytical skills

Financial analysis

Written communication

Verbal communication

Discretion with confidential info

Interpersonal skills

Attention to detail

Judgement

Customer service values (CICARE)

Education

Bachelor’s degree in related area

Tools

Word

Excel

PowerPoint

Job description

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Work Schedule

M-F, 8-5

Posted Date

09/29/2026

Salary Range: $33.81 - 53.93 Hourly

Employment Type

Duration

Indefinite

Job #

33269

Primary Duties and Responsibilities

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UCLA Health runs and operates over 30 0 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.

Job Qualifications

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• 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.

As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer. Current/former UC employees are subject to a personnel file review.