Administrative Assistant 3 yr Exp - Administrative

The Administrative Assistant III is responsible for executing their duties by performing high-level administrative service support to Pathologists, Residents, and Fellows in the Department of Pathology and Laboratory Medicine as assigned.

The Administrative Assistant III executes a wide range of high-level administrative duties including providing backup coverage for members of the team, acting as the primary coordinator of complex anatomic and service / call schedules, managing and delegating service conferences, coordinating patient service requests in support of assigned faculty, and coordinating complex case inquiries with Client Services.

Duties also include administrative training and faculty committee searches. The Administrative Assistant III independently performs administrative support duties such as word processing, collection of patient demographic and billing information in relation to consult cases, coordinating complex case inquiries with Client Services, triaging phone inquiries, meeting logistics, ensuring proper reimbursement of travel & expenses, assisting in the preparation of grant documents and educational materials, maintaining files, preparing correspondence and spreadsheets, and performing other clerical duties as needed.

Incumbent will perform library searches, publication searches, prepare manuscripts and research documentation, update CVs, and prepare quality assurance / performance improvement reports as related to service activity.

Demonstrated ability to work independently with minimal supervision, maintain confidentiality in all assignments, show initiative in identifying and solving problems as they occur, and possesses appropriate interpersonal skills in interacting with physicians, staff and management, patients, and clients of the department.

The full job description covers all associated skills, previous experience, and any qualifications that applicants are expected to have.

TYPE OF SUPERVISION RECEIVED

The Administrative Assistant III reports to the Supervisor, Pathology Administrative Services. The Administrative Assistant III communicates often with the Supervisor, Pathology Administrative Services, keeping them aware of any concerns or challenges impacting the team.

The Administrative Assistant III is expected to operate with minimal supervision in the execution of routine and new assigned duties, tasks, and special projects.

HOW LONG HAVE THE DUTIES & DISTRIBUTION OF TIME BEEN SUBSTANTIALLY AS BELOW :

70% A. Provide high level administrative and special project support for Pathologists, Residents, and Fellows within the Department of Pathology & Laboratory Medicine.

• Initiate, coordinate, follow up and assure completion of assigned departmental and nondepartmental activities. Analyze current processes and provide recommendations to streamline process and increase efficiency.
• Provide back-up coverage for absences / vacancies for other services, maintaining a thorough understanding of all areas of coverage.
• Provide administrative and technical training to others on the team as assigned by the Supervisor.
• Utilize Microsoft Outlook to maintain the calendars for Pathologists exercising judgment in setting appointments and recording service rotations and travel.
• Create, update, and maintain complex anatomic and service / call schedules.
• Prioritize with a sense of urgency and be ready to assist with follow up on all tasks and projects to adhere to deadlines.
• Screen incoming calls and use independent judgment and problem-solving skills to satisfy requests or route calls to appropriate personnel for resolution.

Record accurate and complete phone messages. Coordinate patient service requests and complex case inquiries with Client Services and with outside facilities.

• Prioritize, sort, and distribute mail.
• Prepare / Draft correspondence including letters, memos, manuscripts, research documentation, grant applications, email correspondence, and other documents.
• Create, update, and maintain spreadsheets, including data entry, forms, presentations, charts, and graphed materials.
• Update and maintain CVs, dossiers, and biosketches.
• Prepare documentation for contracts and grants, and photocopy packages for submission in accordance with UC and granting agency regulation submissions and related reports.
• Prepare Quality Assurance / Performance Improvement documentation and reports related to service activities.
• Liaison with Pathology Facilities and other units and departments as requested.
• Identify, collect, interpret, and organize information and data from various sources for reports and correspondence.
• Recognize, interpret, and evaluate inconsistencies, discrepancies, and inaccuracies in written materials and reports. Appropriately edit, revise, and clarify reports without altering the integrity or content of the report.
• Use reference material appropriately and efficiently.
• Assess, respond, and demonstrate a commitment to meeting internal and external customer requirements according to established procedures.

10% B. Logistic Support for meetings, conferences, committees, faculty searches, and task forces.

• Arrange in-person or virtual events, meetings, service conferences, committees, faculty searches, and task forces including reserving rooms, ordering catering, notifying attendees, creating agendas or itineraries, and sending out informational materials.
• Confirm meeting(s) utilizing manual and electronic scheduling systems.
• Collect appropriate preparatory information and data as required.
• Order and / or operate audio visual equipment when needed.
• Record and transcribe accurate and articulate minutes of meetings and distribute to meeting members in a timely manner.
• Follow up on action items and / or provide updates and status reports as necessary.

5% C. Record Management.

• Maintain electronic and hard copy files. Establish new files, update existing files and purge old files according to the department policy & procedures.
• Retrieve information from computer system and / or hard copy files as needed.
• Maintain confidentiality of all correspondence and records.

15% D. Miscellaneous Office Support.

Arrange travel and accommodations for assigned faculty, or guests of faculty or department, utilizing approved UCLA Travel agency.

Submit departmental training and travel records.

• Submit requests for expense reimbursement.
• Perform library and publication searches through PubMed, Orchid, and other applications.
• Provide back-up for incoming inquiries for client services, respond to service problems, requests for information, or requests for pathology reports.
• Maintain current knowledge in job function and duties by attending and participating in meetings, in-service, and continuing education activities and reading pertinent literature.
• Make effective suggestions for improvement and / or resolve work-related problems to the appropriate chain of command.
• Maintain inventory of and order office and laboratory supplies as needed.
• Assist with administrative training as requested.
• Perform other duties and tasks as requested by supervisor.

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