Assistant to Executive Vice Chair for EDI

: Description

The Department of Medicine at UCLA Health is seeking a dynamic Assistant to support , Executive Vice Chair for Equity, Diversity and Inclusion, and Professor of Medicine. This role involves providing executive-level administrative, financial, and writing support, serving as the primary point of contact for communication and liaison with various stakeholders. Key responsibilities include writing reports, editing manuscripts, crafting funding proposals, managing budgets, overseeing workflow systems for efficiency, and coordinating complex travel arrangements. In this role, you will play an essential role in supporting the Executive Vice Chair's research portfolio, emerging initiatives, and administrative roles within the department. In addition to managing calendars and providing timely responses to urgent request, you will develop and implement efficient information and project management systems, maintaining comprehensive databases and files. Finally, you will take on special projects, leading the problem-solving process from information gathering to presenting recommendations. The ideal candidate will excel in multitasking, problem-solving, and communication. Hourly salary range: $29.94-$47.76

Qualifications

Required: * Bachelor's degree required and/or 3+ years of supporting C-Level executives on a variety of assignments with minimal direction with related experience in a health care, research, or educational environment. * Ability to establish and maintain cooperative working relationships with other staff members and faculty, administrators, students and other stakeholders in a complex and sensitive environment and to interact diplomatically with a diverse population compared of administrators, staff, physicians and outside customers. * Demonstrated organizational skills and consistent reliability for timeliness, speed, efficiency, and responsiveness in performing daily tasks and assigned projects to maintain effectiveness and efficiency of the office with the ability to follow through on numerous and diverse assignments. * Demonstrated writing and editing skills to independently compose grammatically correct routine business correspondence, agendas, minutes, reports and effective meeting minutes into final form, with speed and accuracy. * Using independent judgment, skill in managing complex calendars and scheduling appointments, arranging meetings and special events using Microsoft Outlook; and intermediate to advanced skills in Microsoft Office Suite. * Ability to prioritize and manage rapidly changing schedules, handle sensitive issues, and maintain confidentiality. * Skilled in meeting and event coordination, including facility, IT, AV, and catering arrangements, disseminating materials, recording minutes, and preparing summations. * Working knowledge of media relations; ability to write press releases, manage media alerts for print, broadcast, online, digital and create/mantain social media content and websites. * Skill in analyzing information and/or assessing situations to define issues, identify concerns, or factors, recognize alternatives and their implications to respond accordingly. * Skill in working independently on a variety of assignments with minimal direction and fluctuating workload, frequent interruptions and distractions. * Basic understanding of the important of Equity, Diversity and Inclusion (EDI); community based participatory research and community engagement, mentoring relationships for mentees and mentors at all career stages Preferred: * Working knowledge of making travel arrangements and ability to process travel reimbursements adhering to UC Travel & Entertainment policy. * Masters degree preferred * Ability to use or learn how to use BruinBuy, Travel Express and other web based systems, and observe established office policies and procedures. * Working knowledge of University and Medical Center Purchasing, Accounting, Payroll Policies and Procedures, and subject matter experts, in order to obtain information and complete assigned projects.