The Administrative Specialist will be responsible for supportingthe work of the Communication and Dissemination Core (CDC) of the UCLACoordination and Evaluation Center (CEC) and will provide coordination andadministrative support to the leadership of the CDC. Will assist in thepreparation, processing, editing, proofreading, and formatting of CDC pre andpost meeting communications including agendas, minutes, and any follow-updocuments needed; assist with compiling and summarizing information gatheredfrom sites, and other written materials disseminated to a diverse audience. Coordinatethe activities and general maintenance of documents and resources of the CDC. Willbe responsible for special projects as assigned by the CDC investigators whichmay include editing of newsletters, electronic magazines, pictures andtext. Provide coordination and administrative support to assigned teamsand manage a web based document repository for the teams. Will also maintainweb calendars and project tracking for upcoming deadlines in support ofassigned projects and teams.
In addition to the work above on behalf of the CDC, the incumbentwill provide coordination and administrative support to the Diversity ProgramConsortium’s Communication Working Group (CommsWG) as assigned by the CDCDirector. The tasks include assisting in the development of tracking systemsfor outputs; timely communication with committee members; calendar and meetingmanagement, including scheduling, notifications, development and distributionof meeting materials including minutes and agenda; and other duties in supportof the CommsWG as assigned by the CDC Director. The incumbent will also beresponsible for assisting with general administrative duties for the CECAdministrative Core (AC) at times of work overload and/or during episodicevents, such as the DPC Annual Meeting. These duties may include coordinatingtravel arrangements, processing travel reimbursements, and purchase orders;tasks relating to form development, management of document repositories;provide assistance for annual meeting preparation and on-site meetingsupport.
Required: Demonstrated ability to communicate effectively andprovide accurate information in a timely manner. Demonstrated ability to adaptto shifting demands of projects and priorities as determined by programmanager. Demonstrated understanding of confidential information, how it is defined,and demonstrated skill in maintaining confidential status of such information. Demonstratedinterpersonal skills to work with program partners, principal investigators,administrators, work colleagues, representatives from sponsors and others toachieve maximum efficiency in reaching and maintaining workplace goals in aprofessional manner. Demonstrated ability to prioritize workload to meetdemands of investigators. Demonstrated ability to develop, modify and maintainwebsite content Demonstrated ability to develop, modify and format statisticaltables. Demonstrated ability to develop, modify and maintainpresentations. Advanced working knowledge of general office software,hardware, and audio/visual equipment use (e.g., MS Office Word, Excel,PowerPoint, laptops, projectors, etc.). Ability to use grant agency styleguidelines to edit proposals and bibliographies. Ability to seek appropriatestaff and other resources when questions regarding format, illegible writing,or office procedures arise. Skills in typing numerical tables of data usingformat provided. Ability to type with speed (minimum 55 WPM) and accuracy usingPC. Ability to prepare bibliographies using EndNote or ProCite directlyfrom photocopies of references or from Medline searches. Fluency in spoken& written English with excellent skills in written professionalcommunication. Must be professional and produce quality results under shiftingand/or rigid deadlines (including timely requests, submissions, andcommunications). Must have 3-5 years’ experience in an administrativeenvironment with frequent workload changes, competing demands, andinterruptions. Must be well-organized, resourceful, self-starter, respectful toall persons, and work independently as necessary. Ability to independentlythink about the connections between assigned teams and other administrativeresponsibilities, including enhancing communications between assigned projectsand the Center administrative core.
Preferred: Demonstrated ability to develop, modify and formatsocial media content. Ability to navigate and use the NIH Manuscript SubmissionSystem (NIHMS) Advanced working knowledge of basic design programs (MicrosoftPublisher, Adobe Creative Suite, etc.) Advanced working knowledge of projectmanagement software (Microsoft Project, Asana, etc.) Knowledge of Universitypolicies and procedures on travel. Knowledge of University policies andprocedures regarding procurement. Prior experience in an academic researchsetting providing administrative support.
UCLA is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.