Operations Coordinator - Anesthesiology

$61,194 - $87,651/Yr

University of California - Los Angeles, CA

Full-time

Los Angeles, CA

Educational Services

About the position

The Operations Coordinator for Anesthesiology at UCLA Health will serve as a faculty assistant for designated department members, playing a crucial role in supporting the operational functions of the department. This position involves a variety of responsibilities, including providing support for department committees, managing communications, and offering coverage support to the Operations & Administrative Support team. The Operations Coordinator will be expected to independently prioritize tasks and manage ongoing assignments and projects in accordance with established University and Departmental guidelines. In addition to administrative support, the Operations Coordinator will be responsible for event planning and coordination, as well as leading special projects that contribute to the overall efficiency and effectiveness of the department. The role requires a proactive approach to managing both short-term and long-term projects, ensuring that all tasks are completed in a timely manner while adhering to the policies and procedures of the University. The position requires occasional weekend work and travel to fulfill departmental or program requirements, with the expectation of working onsite 3-5 days a week. The Operations Coordinator will also need to demonstrate a basic understanding of accounting principles to complete necessary University forms, such as travel vouchers and reimbursement requests, while being familiar with University reimbursement policies. This role is integral to maintaining the smooth operation of the Anesthesiology department and requires a combination of organizational skills, attention to detail, and the ability to work collaboratively with various stakeholders.

Responsibilities

• Perform duties as a faculty assistant for assigned department members.
• Support department operations in committee support and communications.
• Provide coverage support to the Operations & Administrative Support team.
• Independently set priorities and complete ongoing assignments and projects.
• Manage event planning and coordination for departmental activities.
• Lead special projects as assigned.

Requirements

• Basic knowledge and skill in accounting for completing University forms such as travel vouchers and reimbursement requests.
• Knowledge of University reimbursement policies.
• Ability to manage short-term and long-term projects and committees effectively.
• Ability to read and interpret University policies and departmental manuals, memos, and procedures.
• Skills to prepare forms, correspondence, and memos with speed and accuracy to meet deadlines.
• Demonstrated working knowledge of computer programs such as Word, Excel, PowerPoint, Outlook, Microsoft Teams, and project management software like Microsoft Planner/Asana.
• Knowledge of basic medical terminology and its usage.
• Ability to extract information from manuscripts, abstracts, and articles for print.
• Skill in making travel arrangements and understanding travel modes and reservations.
• Ability to prioritize assignments from multiple faculty members under pressure.
• Skill in working as a team and assisting as a backup when needed.
• Ability to maintain confidentiality of records and discussions.
• Ability to establish and maintain cooperative working relationships with various stakeholders.

Nice-to-haves

• Experience with Visio and basic database software.
• Familiarity with online library searches.