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We are seeking a detail-oriented and organized individual to join our team as an Administrative Support Assistant. In this role, you will be responsible for managing confidential academic documents for the Division of Dermatology, including handling hire and separation processes, benefits counseling, and dossier preparation for professorial and professional research appointments. Your tasks will involve reviewing and analyzing data, writing letters, editing documents, and ensuring successful submission of completed applications. Additionally, you will be involved in processing appointments, merits, and promotions for various academic titles within the division. Managing visa cases, coordinating meetings, and acting as a liaison between different offices will also be part of your responsibilities. Furthermore, you will track leave of absence, assist with academic dossier training, provide technical support for video conferencing, and oversee the ordering of office supplies for the Academic Personnel office. To excel in this role, you should have experience with HIPAA regulations and be proficient in using PC computer systems and applications such as Word, Excel, Adobe Acrobat, Outlook, internet, and calendar creator software. Familiarity with fax machines, copiers, digital phone transcription, and audio-visual equipment is also desired. Strong communication skills and the ability to handle a high volume of phone calls are essential. If you are looking for a challenging and rewarding position where you can contribute to academic personnel management and support the Division of Dermatology, we encourage you to apply for this role. Salary: $4,691.67 - $10,075.00/month
Required: * Knowledge of compensation plans policies and procedures * Knowledge of Academic Personnel Policies and Procedures * Knowledge of UCLA CALL * Knowledge of NIH-cap salaries * Knowledge of UCPATH and Tracker I-9 System, OASIS and WebEDB (Employee Data Base) and related subfields * Knowledge of FPM (Financial Projection Module) * Knowledge of Campus payroll policies and procedures * Knowledge of MedHub and MyCourse Evals for Medical Students, Office of Research Administration (ORA), and Velos (with transition to OnCore) * Knowledge of Post-Doctoral Database and usage of DocuSign for materials * Knowledge of various federal and non-federal granting agency policies and procedures for salary purposes * Knowledge of accounting policies and procedures * Knowledge of academic dossier preparation * Knowledge of PubMed and Proceedings of UCLA Health Databases * Knowledge of computer programs provided by the Department for use in preparation of spreadsheets, reports, worksheets * Knowledge of NIH training grant policies and procedures * Knowledge of Post Doctoral Scholar, Graduate Researcher, and Visiting Graduate Researcher Guidelines, Procedures, and Policies * Knowledge of DGSOM Visa Tracking System (ViTS) to assist with visa submissions * Knowledge of GLACIER, an online tax compliance system for foreign graduate students, post-doctoral scholars, and visiting graduate researchers receiving employment appointments * Knowledge and experience using Go. Grad System (Administrative Portal for Graduate Studies at UCLA) and Jasmine System for Graduate Student Researchers * Knowledge and experience using the UCLA Academic Recruit web-based academic recruitment, HandShake (recruitment website), and application management tool for the University of California for Faculty and Academic hiring * Mathematical skills to include computing ratios, rates, and percentages Preferred: * Knowledge of staff personnel policies and procedures
