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General Information

Work Location: Los Angeles, USA
Onsite or Remote
Flexible Hybrid
Work Schedule
Monday-Friday, 8:00am - 5:00pm
Posted Date
04/14/2025
Salary Range: $29.42 - 42.14 Hourly
Employment Type
2 - Staff: Career
Duration
Indefinite
Job #
23931

Primary Duties and Responsibilities

The Administrative Assistant for the Curricular Affairs Office within the David Geffen School of Medicine (DGSOM) at UCLA functions as the primary contact for medical students participating in educational programs and for faculty teaching at DGSOM. This position requires primarily on-site presence, with occasional opportunities for remote work. The Curricular Affairs Office coordinates and delivers educational and training activities for 700+ medical students annually.

The Administrative Assistant for Curricular Affairs will assume effective leadership in facilitating resolution of concerns and complaints, ensuring best customer service is consistently provided to students, faculty, and staff. They will support the enrollment, orientation, assessment, and curricular programming efforts by effectively triaging and engaging them through various communication channels, including in-person contact, phone calls, and emails. They will follow guidelines and office protocol established by the Dean/Director of Curricular Affairs to effectively triage and manage a variety of situations and assist in program administration in a very busy Curricular Affairs Office.  In addition, this position, in partnership with faculty and Curricular Affairs Leadership, plays a key role in ensuring all aspects of the medical education curriculum and assessment are delivered in the highest quality fashion, and ensuring that they are delivering outstanding customer service to faculty, staff and students.


Salary Range: $29.42 - $42.14 Hourly

Job Qualifications

All Required:
  • Communicate clearly and distinctly in person, over the telephone, and over email using appropriate grammar and vocabulary to share and obtain information with people from diverse social, economic and cultural backgrounds, to convey complex problems in both formal and informal situations.
  • Advanced organizational skills to ensure a workable, efficient workspace and accomplish established objectives.  Ability to accept directions from supervisors and act promptly.  Ability to set priorities, complete assignments, coordinate Center’s needs and respond to changing priorities and deadlines in a timely manner under minimal supervision.
  • Ability to problem-solve, exchange ideas, information, and opinions with other members of the team and arrive jointly at decisions while maintaining cooperative working relationships with administrators, physicians, peers, and the public. Be able to identify immediate concerns, anticipate possible problems and then act on a solution in a logical manner.  
  • Ability to accurately record and summarize information. Ability to do data entry, prepare forms, manuscripts, and correspondence with high degree of speed and accuracy.
  • Ability to schedule meetings and follow up on action items. Skilled in meeting planning:  logistical arrangements, announcements, and registration.
  • Ability to operate computers with high proficiency in Microsoft Office Suite applications (Outlook, PowerPoint, Word, Excel) to prepare documents and correspondence with speed and accuracy.
  • Ability to set priorities among competing demands, with appropriate flexibility to accommodate frequent interruptions and adjust priorities.
  • Ability to use and maintain a variety of office equipment including photocopiers, fax machines, printers, LCD and overhead projectors, etc.
  • Ability to learn and master new applications/software including learning management systems.
  • Knowledge of procurement and resource management.
  • Organizational skills to keep materials in order, track various projects, maintain files, etc.
  • Ability to establish and maintain effective and cooperative working relationships with other staff, faculty, and students.
  • Flexibility to move from one task to another based on changing priorities and frequent interruptions.
  • Exceptional written and oral communication skills with ability to write and speak clearly, using appropriate vocabulary and grammar to exchange information accurately with faculty, staff, students, and the general public.
  • Ability to take the initiative to work independently and as part of a team.
  • Ability to maintain confidentiality of information.
  • Skilled in recognizing when to refer possible problematic situations to other approved resources.
  • Ability to interpret established policies, regulations, and procedures and make decisions based on the information.
  • Ability to prioritize work and follow through on assignments to ensure timely completion.
  • Ability to stand, climb, stoop, push, crouch, and carry up to 25 lbs. and walk up to 1 mile, transport packages and other materials to/from on- and off-campus sites. Ability to move safely over uneven terrain or in confined spaces. Ability to push and pull carts that are full of supplies. Ability to navigate safely between rooms and buildings on campus.
  • Ability to work occasional evenings and weekends.


As a condition of employment, the final candidate who accepts a conditional 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; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.