Administrative Officer

Description

Under the direction of the Director of Emergency Preparedness, you will provide administrative, financial, and project management support for Emergency Preparedness programs across UCLA Health medical centers, the David Geffen School of Medicine, and ambulatory clinics. You will independently prioritize assignments, manage multiple workflows, and ensure projects and tasks are completed accurately and timely. The position requires strong organization, attention to detail, sound judgment, and effective communication with individuals at all levels.

Responsibilities

• Provide administrative and project support to the Director and Emergency Preparedness team, including calendar management, meeting coordination, travel arrangements, correspondence, presentations, and reports.

• Coordinate committees, meetings, training sessions, conference rooms, catering, materials, minutes, and department communications.

• Maintain databases, records, inventories, emergency preparedness plans, and regulatory documentation.

• Serve as a department liaison with Information Services and Solutions (ISS) and assist with computer and technology-related issues.

• Respond to inquiries and serve as a resource regarding Emergency Preparedness operations, policies, training, and programs.

• Prepare budget and financial reports; support procurement, reimbursements, accounts payable, recharges, contracts, grants, and budget projections.

• Compile and analyze data from databases and operational dashboards to support reporting and compliance requirements.

• Manage disaster preparedness resources, including disaster kits, inventory, procurement, distribution, and routine replenishment.

• Coordinate updates to department disaster plans and maintain tracking systems to monitor completion and compliance.

• Lead and participate in rounding and customer service initiatives to identify operational improvements.

• Identify opportunities to improve processes and develop solutions that support efficient workflows.

• Independently manage special projects and other assignments as directed by the Director.

• Maintain effective working relationships and communicate clearly and diplomatically with staff, leadership, and other stakeholders.

• Perform other duties as assigned.

Qualifications

• High school diploma and/or equivalent combination of education and experience.

• 2+ years of experience in project management or administrative project support.

• 2+ years of experience providing excellent customer service.

• 2+ years of experience analyzing data and preparing administrative reports.

• 2+ years of experience preparing and managing budgets with multiple funding sources.

Preferred Qualifications:

• Associate’s or bachelor’s degree.

• Experience with grant management.

• Experience working in a healthcare setting, emergency management, or disaster planning.