Administrative Coordinator - Orthopedic Surgery

About UCLA Health

UCLA Health stands as a premier academic health system, celebrated nationally for superior patient care, pioneering research, and medical education. Their mission focuses on innovation, collaboration, and elevating healthcare standards through top-tier clinical and research programs that advance medical knowledge and patient outcomes.

Role Overview

The Administrative Coordinator supporting the Department of Orthopedic Surgery offers essential administrative and operational assistance to research faculty, investigators, and department leadership. This role is vital in managing research-related activities, aiding grant processes, organizing academic events, and fostering interdisciplinary collaboration to ensure seamless execution of research projects and faculty initiatives.

Key Responsibilities

• Provide comprehensive administrative support to research faculty and investigators.
• Coordinate multiple research projects and maintain related documentation and records.
• Assist faculty engaged in sarcoma and musculoskeletal research initiatives.
• Support departmental research operations and strategic goals.
• Facilitate grant proposal preparation, progress reporting, and ensure compliance with sponsored research requirements.
• Track grant milestones and funding opportunities while maintaining accurate administration records.
• Organize research meetings, seminars, tumor boards, and special academic events including scheduling and logistics.
• Prepare agendas, materials, and support documentation for meetings and events.
• Monitor research publications, patents, project timelines, and department initiatives.
• Assist with faculty travel arrangements, reimbursements, memberships, recruitment, and onboarding of research staff.
• Maintain research databases, registries, and departmental records ensuring data accuracy and integrity.
• Generate reports, statistical summaries, and prepare documentation for annual reporting.
• Serve as liaison among faculty, administrators, sponsors, and collaborators to facilitate effective communication and collaboration.
• Manage research space, laboratory resources, and equipment coordination contributing to operational efficiency and continuous departmental process improvements.

Required Qualifications

• Competence in Microsoft Word, Excel, Outlook, PowerPoint, and Adobe Acrobat.
• Experience with computer applications for word processing, emailing, and web-based research.
• Strong organizational capabilities and project management skills.
• Excellent communication skills both verbal and written with an aptitude for interpersonal interaction.
• Ability to handle confidential information with discretion and sound judgment.
• Detail-oriented with the capacity to prepare accurate reports and statistical data.
• Skillful in managing multiple tasks effectively in a fast-paced academic environment.

Preferred Qualifications

• Bachelor's degree in scientific, healthcare-related, or business administration fields.
• Minimum of one year experience in administrative or project management support roles.
• Background in supporting research within academic or healthcare settings.
• Experience with grant coordination, research administration, or faculty support activities.
• Familiarity with higher education or academic medical center operational structures.

Benefits

• Opportunity for a career position within a nationally recognized academic health system.
• Access to professional development and growth aligned with innovative medical research.
• Collaborative and multidisciplinary workplace environment.
• Engagement with faculty leadership and groundbreaking research initiatives.

Ideal Candidate Profile

• Individuals who enjoy contributing to academic research and healthcare projects.
• Professionals adept at managing multiple assignments with meticulous attention to detail.
• Strong coordinators of administrative and research operations.
• Effective relationship builders across diverse multidisciplinary teams.
• Exceptional organizational and communicative aptitude.
• Self-motivated, reliable, and committed to operational excellence.

Equal Employment Opportunity

UCLA Health dedicates itself to fostering an inclusive environment that values diversity, equity, and respect. Employment considerations are fair and based solely on qualifications and abilities, irrespective of any legally protected characteristics.