TYPE OF SUPERVISION RECEIVED

The Administrative Assistant III reports to the Supervisor, Pathology Administrative Services. The Administrative Assistant III communicates often with the Supervisor, Pathology Administrative Services, keeping them aware of any concerns or challenges impacting the team. The Administrative Assistant III is expected to operate with minimal supervision in the execution of routine and new assigned duties, tasks, and special projects.

HOW LONG HAVE THE DUTIES & DISTRIBUTION OF TIME BEEN SUBSTANTIALLY AS BELOW:

70% A. Provide high level administrative and special project support for Pathologists, Residents, and Fellows within the Department of Pathology & Laboratory Medicine

1. Initiate, coordinate, follow up and assure completion of assigned departmental and nondepartmental activities. Analyze current processes and provide recommendation to streamline process and increased efficiency.

2. Provide back-up coverage for absences/vacancies for other services, maintaining a thorough understanding of all areas of coverage.

3. Provide administrative and technical training to others on the team as assigned by the Supervisor.

4. Utilize Microsoft Outlook to maintain the calendars for Pathologists exercising judgment in setting appointments and recording service rotations and travel.

5. Create, update, and maintain complex anatomic and service/call schedules.

6. Prioritize with a sense of urgency and be ready to assist with follow up on all tasks and projects to adhere to deadlines.

7. Screen incoming calls and use independent judgment and problem-solving skills to satisfy requests or route calls to appropriate personnel for resolution. Record accurate and complete phone messages. Coordinating patient service requests and complex case inquiries with Client Services and with outside facilities.

8. Prioritize, sort, and distribute mail.

9. Prepare/Draft correspondence including letters, memos, manuscripts, research documentation, grant applications, email correspondence, and other documents

10. Create, update, and maintain spreadsheets, including data entry, forms, presentations, charts, and graphed materials

11. Update and maintain CVs, dossiers, and biosketches.

12. Prepare documentation for contracts and grants, and photocopy packages for submission in accordance with UC and granting agency regulation submissions and related reports.

13. Prepare Quality Assurance/Performance Improvement documentation and reports related to service activities.

14. Liaison with Pathology Facilities and other units and departments as requested.

15. Identify, collect, interpret and organize information and data from various sources for reports and correspondence.

16. Recognize, interpret, and evaluate inconsistencies, discrepancies and inaccuracies in written materials and reports. Appropriately edit, revise and clarify reports without altering the integrity or content of the report.

17. Use reference material appropriately and efficiently.

18. Assesses, responds, and demonstrates a commitment to meeting internal and external customer requirements according to established procedures.

10% B. Logistic Support for meetings, conferences, committees, faculty searches, and task forces.

Arrange in-person or virtual events, meetings, service conferences, committees, faculty searches, and task forces including reserving rooms, ordering catering, notifying attendees, creating agendas or itineraries, and sending out informational materials. 2. Confirm meeting(s) utilizing manual and electronic scheduling systems. 3. Collect appropriate preparatory information and data as required. 4. Order and/or operate audio visual equipment when needed. 5. Record and transcribe accurate and articulate minutes of meetings and distribute to meeting members in a timely manner. 6. Follow up on action items and/or provide updates and status reports as necessary.

5% C. Record Management 1. Maintain electronic and hard copy files. Establish new files, update existing files and purge old files according to the department policy & procedures. 2. Retrieve information from computer system and/or hard copy files as needed. 3. Maintain confidentiality of all correspondence and records.

15% D. Miscellaneous Office Support 1. Arrange travel and accommodations for assigned faculty, or guests of faculty or department, utilizing approved UCLA Travel agency. Submit departmental training and travel records. 2. Submit requests for expense reimbursement. 3. Perform library and publication searches through PubMed, Orchid, and other applications. 4. Provide back-up for incoming inquiries for client services, respond to service problems, requests for information, or requests for pathology reports. 5. Maintain current knowledge in job function and duties by attending and participating in meetings, in-service, and continuing education activities and reading pertinent literature. 6. Makes effective suggestions for improvement and/or resolves work-related problems to the appropriate chain of command. 7. Maintain inventory of and order office and laboratory supplies as needed. 8. Assist with administrative training as requested. 9. Perform other duties and tasks as requested by supervisor.