Administrative Assistant III - Department of Medicine Space & Facility Office

Onsite or Remote

Flexible Hybrid

Work Schedule

Monday – Friday, 8:00am - 5:00pm

Posted Date

01/15/2026

Salary Range
: $30.36 - 43.49 Hourly

Employment Type

Duration

Indefinite

Job #

28130

We’re seeking a skilled Administrative Assistant to join the team and provide overall administrative support to the Department of Medicine Space & Facility Office and Director. In this role, you will aide in space projects according to Departmental and University policies and procedures, and assist in the coordination of office and laboratory renovations and relocations, input data into the UCLA Space Inventory database (used by Facilities Management and Capital Programs for building renovation, by other campus groups for space management and data reporting, and for compliance with UCOP annual analysis of space usage).

You will also assist with annual events and special projects as needed.

The full hourly salary range for this position is $30.36 - $43.49. Please note, the department’s target hourly salary range is $30.36 - $36.41.

Required:

• Demonstrated skill with procurement process: communicating with vendors, obtaining price quotes, preparing purchase orders, collecting invoices, tracking deliveries and reconciling packing slips.
• Demonstrated ability to take detailed minutes at important meetings for the senior leadership of the Department.
• Mathematical skills for the preparation of calculations and forecasts and to identify and resolve 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 manner under conditions of fluctuating workloads, competing requirements, and changing deadlines and priorities.
• Demonstrated ability to operate a computer with a Windows environment utilizing MS Office to perform word-processing, spreadsheet analysis, and database programming and management.
• Reading skills to comprehend University policies and procedures, skill in organizing and prioritizing workload in order to meet deadlines in light of changing and/or heavy workload and competing requirements.
• Skill in organizing and maintaining up to date, accurate bookkeeping records on-line and maintaining alpha-numeric files.
• Skill in performing with frequent interruptions and/or distractions.

Preferred:

• Working knowledge of UCLA’s Concur/Bruin Buy system and Travel Express system.
• Demonstrated experience with managing calendars, coordinating meetings, and travel coordination.
• Skill in working as part of a team composed of faculty, staff and administrators.