Adult Division Administrative Assistant
UCLA Health System - Los Angeles, CA

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Bargaining Unit:

Job Duties:
Division Administrative Support

The Division Administrative Assistant is the central administrative support for the Adult Psychiatry Division. Incumbent supports the Division Director, Division Administrator, General Adult Psychiatry faculty, staff clinicians, and trainees. Processes the full range of financial requests: orders goods/services; creates/submits check requests, travel reimbursements, etc. using campus business software: BruinBuy, Travel Express, EMPAC.

Maintains and orders office supplies with electronic systems such as EMPAC and BruinBuy. Makes travel arrangements for faculty and provide reimbursement. Attends regular Administrative Work Group (AWG) meetings to receive relevant, updated policy/procedure information from Semel Administrative offices: Financial, H/R, Office of Education, and Research Administration. Regularly attends classes to update business software knowledge to provide knowledge base as Division resource to staff/faculty Schedules/coordinates meetings: orders AV, reserves rooms, follows-up to ensure accuracy/completeness. Coordinates annual room reservation requests. Submits/tracks/follows up on Facilities and/or IT service requests. Obtains quotes and similar information to acquire best products/pricing for division computers, printers and other equipment for division faculty, staff. Copies, faxes, distributes, delivers, sends materials. Independently composes/types letters/documents with speed and accuracy. Responsible for tracking and following up on detailed information for special projects. Establishes/maintains Division’s detailed multiple record keeping systems: all personnel files for staff and faculty; phone lists, attending lists, etc. Assists in the orientation/training of division administrative staff/work-study students. Assists in the “on boarding” of new providers: arrange for keys, name plates, computer access, pagers, mailboxes, and similar items to provide smooth entry to division. Assists in the “off-boarding”: collect and return pagers, keys Coordinates and maintains the 300 MP 2


floor mailroom. Assigns mailboxes to new staff/faculty. Maintains/distributes mailroom directory lists. Assists with Physician/Clinician Time Study forms and similar requirements. Initiate new and continuing 3


party payer applications for ALL adult providers (including Medical Psychology; Managed care, and adult providers from research centers). Assist providers in completing applications: answer questions, provide information/; resolve problems. Act as liaison between Adult Division and the Physicians Support Services credentialing unit specialist and the UCLA Medical Group staff; collaborate to ensure division providers are fully credentialed and remain credentialed with 3


party payers (Medicare, Medical, etc.). Track/document/monitor applications’ progress to ensure completion. Communicate relevant updates/changes/information to division administrator. Update applications/procedures as new applications/procedures are developed. Monitor documents needed and follow-up with providers to ensure complete applications/files. Ensures that departing providers complete all necessary dis-enrollment paperwork and forwards documentation to the UCLA Medical Staff office, PSS, and the UCLA Medical Group. Maintain records. Provides lunch and back up coverage to C/L Adm team at Semel.

Job Qualifications:
Strong work ethic and work habits; ability to maintain consistent attendance and punctuality

Demonstrated ability to provide high level administrative, clinical program and academic support. Bachelor’s degree strongly preferred. Strong attention to details and accuracy.

Excellent organizational and self-management skills

Strong English language skills to communicate clearly and distinctly with appropriate grammar and vocabulary.

Excellent typing skills to prepare and edit correspondence and other documents with speed and accuracy. Ability to solve problems independently and to know when additional help is needed

Ability to work with frequent interruptions and changing priorities.

Extensive knowledge of MS Office: Word, Excel; PowerPoint, Windows, Outlook Email, Adobe, and general PC applications.

Familiarity with Health System software programs: ADT, PDM patient scheduling, PCIMS.

Experience working in a psychiatric outpatient setting.

Knowledge of psychiatric/medical terminology.

Familiarity with UCLA business software applications: BruinBuy, EMPAC, Travel Express Ability to learn new computer software and procedures as they are developed/needed Ability to track assignments and priorities to follow-up to ensure assignments are done thoroughly/correctly.

Skill in working with others positively and efficiently to achieve results.

Ability to maintain confidentiality of records/communications.

Ability to establish & maintain positive relationships with internal & external customers.

Excellent communication skills to convey warmth, understanding, and acceptance.

Ability to maintain equanimity in the face of resistance, indifference, or hostility.

Ability to interact appropriately, diplomatically and congenially with all staff, faculty, patients, volunteers, visitors.

Knowledge of university forms, policies and procedures

Skill in analyzing information, critical and emergency situations or procedures to:

1. Define the problem or objective

2. Identify relevant details or concerns

3. Identify patterns, tendencies or relationships

4. Formulate logical and objective conclusions

5. Recognize alternatives and their implications

In an effort to promote and maintain a healthy environment for our patients, visitors, and employees, UCLA Health System is a smoke-free site. Smoking is prohibited within the boundaries of all UCLA Health System owned, occupied, leased, and associated buildings and facilities


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