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Employment Opportunities

Administrative Specialist, CTSI (H98819)

Updated on August 31, 2018

The individual will be responsible for day-to-day operations of the CTSI and will assist with aspects of the administrative support for the CTSI (including, for example, regular office supply inventory, facilities requests, IT support requests). The Administrative Specialist will provide administrative support as needed, coordinating calendars, and preparing correspondence, reports and comprehensive spreadsheets. The Administrative Specialist will also coordinate CTSI administrative functions and meetings; maintain mailing lists, records, and other documentation for CTSI functions which includes more than 250 CTSI Key Personnel; coordinate all meeting activities and event logistics including date, time, location, meeting invitations, agenda, meeting minutes, catering, etc. (including, for example, the UCLA CTSI Distinguished Speaker Series). The Administrative Specialist will search PubMed and other databases for scientific literature, and maintain documentation necessary for project organization. The Administrative Specialist will prepare draft announcements, flyers, pamphlets, and reference materials.

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Job Qualifications

  • Bachelor's Degree, or 3 plus years of equivalent experience in an office setting preferred.
  • Excellent analytical and writing skills; demonstrated ability to manage and prioritize multiple projects and tasks; demonstrated ability to work under stringent demands and timelines; demonstrated ability to work with other administrative support staff.
  • Demonstrated skill and experience in prioritizing and managing multiple and often competing deadlines.
  • Strong interpersonal skills for interacting with senior and executive level faculty, department faculty, staff and management, patients, physicians, office staff and other clients.
  • Computer skills including experience with word processing (MS Word) calendaring (MS Outlook) spreadsheets (EXCEL, ACCESS), presentation/training software (PowerPoint) references (EndNote, PubMed) and a variety of web-based systems.
  • Demonstrated skill in use of graphics, merging documents, table development and customize reports/spreadsheets.
  • Must possess strong initiative, excellent organizational skills and have the ability to work independently, and successfully coordinate activities; must demonstrate problem-solving skills.
  • Knowledge of audiovisual equipment and technology.
  • Ability to work in a stressful and fast-paced environment.
  • Willingness to work some evenings and weekends and to travel to conferences and trainings when necessary.
  • Experience in Clinical Translational Science Award activities.
To apply, click here or visit the UCLA Health jobs site and search job #H98819.

Fund Manager, CTSI (H91155)

Updated on August 31, 2018

Under the direction of the CTSI Director of Financial Operations, the fund manager will assist all fund management activities for the Clinical and Translational Science Institute's (CTSI) research programs totaling approximately $20 Million in annual expenditures per year. S/he will assist in the preparation of internal documentation and coordinate with other University offices as necessary in the preparation of all departmental contract and grant proposals. The fund manager will assist in all fund management activities from fund inception to closure in accordance with CTSI, UCLA, and Sponsor policy and procedures.

The Fund Manager will be expected to assist in the processing of Transfer of Funds and expense adjustments (TOF, PPP/PTR, NPEAR), No Cost Extensions and Request Approval to Spend funds; to reconcile monthly ledgers; compile fiscal information to be used to prepare annual budgets, sponsor required progress and financial reports, statements and projections utilizing information from University ledgers, Query Database (QDB), and the University On-line Financial Reports; provide guidance to the PI for funded projects to assure proper expenditure; prepare and/or approve purchasing documents, expenditure invoices and other charges, and resolve any accounting problem or irregularities in a timely basis. The fund manager assists in the preparation of new research proposal applications to various sponsors, editing drafts, collaborating with investigators and gathering all the information necessary for submission; assist in preparation of pre-award budgeting including salary, equipment, supplies and other expenses used in the proposed research; track proposal status and sponsored research negotiation progress; and ensure all necessary documents are complete and submitted.

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Job Qualifications

  • Skill in performing various accounting transactions such as debiting, crediting, reconciling expenses, preparing transfer of payroll and non-payroll expenses
  • Analytical skills to assess personnel and financial information practices and procedures, define problems, formulate logical solutions, develop alternative solutions, make recommendations, and initiate corrective actions.
  • Skills in perceiving and defining cause and effect relationships between expenditure rates and budgetary projections.
  • Mathematical skills for the preparation of complex calculations and forecasts and to identify and resolve complex financial problems.
  • Skill in writing concise, logical and grammatically correct correspondence.
  • Skill in working as part of a team composed of faculty, staff and administrators.
  • Interpersonal skills to communicate diplomatically and effectively with all levels of faculty, staff and non-University entities
  • Ability to use judgment when dealing with confidential information.
  • Skill in performing a variety of tasks independently with minimal direction in a timely matter under conditions of fluctuating workloads, competing requirements, and changing deadlines and priorities.
  • Demonstrated ability to operate a computer with a Windows, utilizing MS Office to perform word-processing, spreadsheet analysis, and database programming and management.
  • Ability to accurately use 10 key adding machine
  • Ability to type correspondence and forms with speed and accuracy
  • Reading skills to comprehend University policies and procedures
  • General knowledge of University OCGA, including pre and post ward administration.
  • Demonstrated knowledge and certified completion of courses in University general accounting policies and procedures including transfer of funds (TOF), purchasing (PAC), personnel and payroll (PPP/PTR), and query database (QDB - GL, PPP, and GGIS).
  • Demonstrate knowledge of University purchasing, material management, payroll, personnel and general accounting policies and procedures.
  • Skill in using University On-line Financial System Reports.
  • Ability to utilize web browser for the identification of potential funding sources.
  • Skill in organizing and maintaining up to date, accurate bookkeeping records on-line and maintaining alpha-numeric files.
To apply, click here or visit the UCLA Health jobs site and search job #H91155.