UCLA Health Administrative Specialist in Santa Monica, California


You can make a difference in people’s lives every day. When you join UCLA Health, you’ll be working at an institution that provides leading-edge care to the people of L.A. and throughout the world. We provide our team members with the environment and support to do amazing work, because each and every one of them plays a vital role in our commitment to care.

Job Duties


Under the general supervision of the Management Services Officer I, the Administrative Specialist will provide administrative and clerical support to assigned night hawk faculty and fellows in the Santa Monica Radiology (SMR) Group. The position is primarily located at Radiology’s 1919 Clinic in Santa Monica and UCLA Health’s Santa Monica Hospital and will cover the late shift. Arrange travel and handle all documentation for reimbursement, and general maintenance of an office environment. Perform financial management of Section. Prepare documentation/dossiers for periodic Hospital re-credentialing, CME verification (annually), and promotion (every 2-3 years). Oversee grant preparation from start to final submission, including collecting forms, gathering relevant information, assisting with budgeting, acting as Data Manager, etc. Assist in preparation and submission of IRB applications and renewals. Perform a variety of general office duties.

Job Qualifications


Management skills to maintain and organize complex ongoing projects

Skill in operating a computer using various programs and databases: e.g. Microsoft Office: Word, Excel, Power-Point, Access, etc., EDB, PTR, BIS, Internet, etc.

Skill in digitizing analog radiographs (plain films and CTs) into electronic format

Ability to act as liaison to faculty, staff, patients, families, and other visitors.

Ability to speak in a concise, diplomatic and respectful manner.

Skill in proofreading/editing for spelling, continuity, punctuation and grammar.

Word processing skills to quickly and accurately prepare manuscripts, correspondence, etc.

Skill in prioritizing projects and assignments to complete work in a timely and accurate manner.

Working knowledge of medical terminology.

Ability to read and follow precise written instructions for preparing manuscripts, abstracts and various forms.

Excellent interpersonal skills to establish and maintain effective working relationships with faculty, staff, students, patients and others.

Excellent written communication skills to compose and edit letters, memos and other correspondence using proper grammar, punctuation, spelling and syntax.

Excellent customer service skills and ability to handle unexpected situations.

Excellent analytical skills with ability to review detailed work.

Demonstrated skill in financial analysis, planning, preparation and administration for a budget with multiple complex funding sources.

Demonstrated ability to design, modify, and generate spreadsheets, create formulas, modify formats and run various reports in Excel.

Ability to organize and manage large volumes of material in an established system with careful attention to detail.

Demonstrated skill in assessing situations, anticipating problems, gathering information or data, and recommending solutions.

Ability to handle sensitive materials and confidential information with discretion and tact.

Ability to function as a team member and to work independently with minimal supervision.

Summary Information

Posting Category:


Work Location:

US–Santa Monica,CA

UCLA Title: Admin. Specialist

Job #: H100414

Work Hours:

M-F 8:00am-5:00pm

Job Type: Career

Duration: Indefinite

Salary Range:

$20.88 / $3633 – $41.38 / $7200

Layoff Referral Deadline:


Bargaining Unit:


Posted Date:

December 5, 2018

UCLA Health welcomes all individuals, without regard to race, sex, sexual orientation, gender identity, religion, national origin or disabilities, and we proudly look to each person’s unique achievements and experiences to further set us apart.