Quality & Administrative Support Assistant - Perioperative Services

The Administrative Assistant III is an entry-level professional who provides administrative and quality support under direct supervision within Perioperative Services. The incumbent applies foundational professional concepts to complete assignments that are initially routine in nature and of limited scope and complexity, requiring sound judgment and decision-making. Through structured training and development planning, the incumbent is expected to progressively acquire the skills and knowledge necessary to perform more advanced work within an agreed-upon time in position. This role supports quality analysis and improvement efforts by assisting with small projects or defined segments of larger initiatives, including the collection, verification, abstraction, and basic analysis of data related to patient care and services.

Under direct supervision, the incumbent analyzes and summarizes limited-scope data, assists in identifying basic statistical trends, and contributes to dashboards, presentations, reports, and action plans. The Administrative Assistant III works within an interdependent team environment, utilizing strong communication, problem-solving, adaptability, and time-management skills to support patients, physicians, nurses, and administrative colleagues while meeting established quality and productivity standards. Additionally, this role provides comprehensive administrative support to Perioperative leadership and nursing teams by maintaining an organized and efficient office environment, managing office supplies, scanning and archiving departmental documents, and ensuring timely access to records and materials to support daily operations and time-sensitive departmental needs.

Bachelors preferred

Expert level Excel skills preferred

Previous manager level administrative experience preferred

Skills, Knowledge, and Abilities:

1. Ability to work independently and complete detailed work with accuracy and minimal direction and supervision. Highlyorganized with logical reasoning and problem solving skills.

2. Skill in reading documents written in Standard English text such as the Administrative Policy and Procedure Manuals.

3. Skill in writing grammatically correct routine business correspondence such as transmittal memoranda,internal operating procedures, performance evaluations, and job descriptions.

4. Working knowledge of Administrative and Medical Terminology.

5. Skill in editing correspondence for correct grammar, spelling, and punctuation.

6. Skill in speaking clearly and distinctly using appropriate vocabulary and grammar to obtain and convey information toindividuals at various organizationallevels.

7. Skill in establishing and maintaining subject files with confidentiality.

8. Ability to transcribe voice dictation into memoranda and other correspondence.

9. Typing skills for preparing executive business correspondence with speed and accuracy, (60-0 WPM) on PC, Microsoft Wordfor Windows.

10. Knowledge of standard business letter and table format to prepare materials accurately.

11. Ability to establish and maintain cooperative working relationships with other staff members, subordinates, and Administrators.

12. Skill in setting priorities which accurately reflect relative importance of job responsibility.

13. Skill in performing tasks with frequent interruptions and/or distractions.

14. Skill in telephone etiquette, courtesy, maintaining a professional demeanor.

15. Knowledge of UCLA Medical Center Policies and Procedures, Department Standards and Procedures, and OrganizationalChart.

16. Ability to accept shift changes as the needs of the Department will require from time to time.

17. Ability to operate a Computer Workstation, Intercommunication System, FAX machine, and photocopier machine.

18. Ability to lift and carry boxes up to 30 pounds. Ability to handle equipment carefully and safely.

19. Skill in designing charts, organizing diagrams, overhead projections for Educational material.

20. Ability to coordinate and communicate with the Director, Associate Director, Clinical Instructor, and Quality AssuranceCoordinator.

21. Skill in establishing and maintaining