Administrative Assistant III - Department of Medicine

General Information

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Work Location:

Los Angeles, CA, USA

Onsite or Remote

Flexible Hybrid

Work Schedule

Monday - Friday, 8:00am - 5:00pm

Posted Date

08/03/2026

Salary Range: $30.36 - 43.49 Hourly

Employment Type

2 - Staff:
Career

Duration

indefinite

Job #

32183

Primary Duties and Responsibilities

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The Administrative Assistant III will provide assistance to the DOM Clinical Trial Program to perform work providing program support assistance to supervisory and professional administrative staff. Incumbent will be responsible for the administrative aspects Pre and Post-award of contracts, including tracking financial data, invoicing, reconciliation, submission of reports and providing financial advisement during meetings. This will include assisting DOM Clinical Trial Program with intake/inquiries, putting together resources and sharing with others, supporting event/training series, etc.

Provide overall support to DOM Clinical Trial Program needs. Assist with special projects as requested.

Hourly salary range: 30.36 - 43.49. The department's target salary range: 30.36 - 36.41

Job Qualifications

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1.Working knowledge of UCLA's Concur/Bruin Buy system and Travel Express system. (Preferred)

2. Demonstrated skill with procurement process: communicating with vendors, obtain price quotes, prepare purchase orders, collecting invoices, track deliveries and reconcile packing slips. (Required)

3. Demonstrated experience with managing calendars, coordinating meetings, and travel coordination. Skill in working as part of a team composed of faculty, staff and administrators. (Preferred)

4. Demonstrated ability to take detailed minutes at important meetings for the senior leadership of the Department. (Required)

5. Mathematical skills for the preparation of calculations and forecasts and to identify and resolve financial problems.(Required)

6. Skill in writing concise, logical and grammatically correct correspondence.(Required)

7. Skill in working as part of a team composed of faculty, staff and administrators.(Required)

8. Interpersonal skills to communicate diplomatically and effectively with all levels of faculty, staff and non-University entities, Ability to use judgment when dealing with confidential information. (Required)

9. Skill in performing a variety of tasks independently with minimal direction in a timely matter under conditions of fluctuating workloads, competing requirements, and changing deadlines and priorities. (Required)

10. Demonstrated ability to operate a computer with a Windows environment utilizing MS Office to perform word-processing, spreadsheet analysis, and database programming and management. (Required)

11. Reading skills to comprehend University policies and procedures, Skill in organizing and prioritizing workload in order to meet deadlines in light of changing and/or heavy workload and competing requirements. (Required)

12. Skill in organizing and maintaining up to date, accurate bookkeeping records on-line and maintaining alpha-numeric files. (Required)

13. Skill in performing with frequent interruptions and/or distractions. (Required)

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.