Administrative Assistant 3 - - 27854 - UCLA Health

General Information

Work Location: Los Angeles, CA, USA

Onsite or Remote

Flexible Hybrid

Work Schedule

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

Posted Date

04/20/2026

Salary Range: $30.36 - 43.49 Hourly

Employment Type

2 - Staff: Career

Duration

Indefinite

Job #

27768

Primary Duties and Responsibilities

The Department of Medicine is seeking to hire an Administrative Assistant III to provide high‑level administrative support to faculty within General Internal Medicine and the broader department. This role is central to keeping academic, research, and clinical operations running smoothly.

Key responsibilities include preparing correspondence, statistical tables, graphs, and databases; maintaining faculty biosketches and CVs; scheduling meetings and appointments; managing phone messages; ordering supplies; arranging travel; and supporting the preparation of university documents such as reimbursements, grant application materials, and IRB submissions. You will also assist with manuscript formatting, literature review compilation, event coordination, and updates to faculty websites.

This position is ideal for someone organized, proactive, and detail‑oriented, with strong communication skills and the ability to manage multiple tasks in a fast‑paced academic environment.

Hourly range: $30.36-$43.49

Job Qualifications

Required:

Skill in editing for spelling, punctuation, and grammar
Ability to use journal and granting agency style guidelines to prepare manuscripts, proposals, and bibliographies
Typing skills to quickly and accurately prepare documents
Skill in proofreading typed materials
Skill in typing numerical tables of data using format provided.
Knowledge of standard abbreviations for medical journal titles and demonstrated ability to use reference sources to find/check unusual abbreviations.
Ability to use software Microsoft Windows, Microsoft Office (Word, PowerPoint, Excel, Outlook, Access), Dreamweaver, Internet Browsers.
Ability to prepare bibliographies directly from photocopies of references or from Medline searches.
Ability to perform duties and tasks independently with minimal supervision.
Demonstrated ability to establish and maintain cooperative working relationships with other staff members and faculty.
Skill in setting priorities which accurately reflect relative importance of job responsibilities and in coordinating projects from multiple supervisors.
Superb attention to detail
Must have effective communication skills through speech, listening, and fluency through reading, writing, and speaking.
Must be organized and able to keep accurate records.
Ability to correctly judge the best way to accomplish each step of required tasks.
Ability to establish and maintain cooperative and productive working relationships with co-workers, research coordinators, and participants.
Skill in working independently and following through on assignments.
Available and willing to work evenings and weekends on occasion.

Preferred:

Ability to recognize, spell, and use technical and medical terminology appropriately
Skill in typing questionnaires and manuscripts from rough handwritten draft and edited versions into final formats
Ability to seek appropriate staff and other resources when questions regarding format, illegible writing, or office procedures arise.
Knowledge of standard abbreviations for medical journal titles and demonstrated ability to use reference sources to find/check unusual abbreviations.
Knowledge of University policies and procedures regarding travel and procurement.
Familiarity with University HSPC and IRB forms

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.