Title Code7646

Approved TitleADMINISTRATIVE SPECIALIST

Effective Date09/18/09

Act. TypeUPD

ER/Unit CodeE/99

JA Number300

Exception     

Department Code1559

Comp AnalystSARAH LERTPAICHAIYON

Date09/18/09

David Geffen, School of Medicine, UCLA

DO NOT WRITE IN SHADED AREAS – SCHOOL OF MEDICINE HUMAN RESOURCES USE ONLY

REASON FOR PREPARING DESCRIPTION (*THE DESCRIPTION MUST INDICATE WHICH RESPONSIBILITIES WERE ADDED OR CHANGED SINCE THE LAST REVIEW) NEW POSITION RECLASSIFICATION REQUESTED UPDATE/REVIEW REQUESTED UPDATE/FOR RECORD ONLY*INCUMBENT NAMEKarl Lorenzen

DEPARTMENT/DIVISION/UNIT Medicine Hem/Onc

% TIME100

CAREER LIMITED RESTRICTED

LIMITED PARTIAL YEAR CAREER

PRESENT PAYROLL TITLEAdministrative Specialist

TITLE CODEE-99

ER/UNIT CODEE/99

WORKING TITLE (IF DIFFERENT)     

REQUESTED PAYROLL TITLE     

REQ

SUPERVISOR NAMEGary Schiller, MD

PAYROLL TITLEProfessor of Medicine

EXTENT OF SUPERVISORY RESPONSIBILITY(CHECK APPLICABLE BOXES)

NAME OF PERSON WHO ASSIGNS WORK (IF OTHER THAN ABOVE)Gary Schiller, MD BMT Director/Maureen L. Sedrak, QA Manager

PAYROLL TITLE

Professor of Medicine, Director of BMTQA Manager

FINAL SELECTION TRAINING

DEPARTMENT HEAD’S NAMEFarah Elahi

TITLECAO

WORK ASSIGNMENT WORK REVIEW

DIRECTLY SUPERVISES THE FOLLOWING EMPLOYEES

NAME JOB TITLE           

LIST POSITIONS REPORTING INDIRECTLY TO EMPLOYEE

NUMBER OF EMPLOYEES JOB TITLE           

PERFORMANCE REVIEW DISCIPLINE

                       

LIST ANY LICENSES, CERTIFICATES, DEGREES OR CREDENTIALS REQUIREDBY LAW FOR THE JOB     

LIST ANY MACHINES, TOOLS, EQUIPMENT, OFFICE APPLICANCES OR MOTOR VEHICLES REQUIRED TO DO THE JOB; INDICATE WHETHER USE IS OCCASIONAL, FREQUENT OR CONSTANT.     

EMPLOYEE - I CERTIFY THAT THE INFORMATION ON THIS FORM IS CORRECT, COMPLETE & DESCRIBES MY JOB AS I UNDERSTAND IT.     

IMMEDIATE SUPERVISOR - I HAVE REVIEWED THE STATEMENTS ON THIS FORM & CERTIFY TO THEIR ACCURACY     

DEPARTMENT HEAD - I HAVE REVIEWED THE STATEMENTS ON THIS FORM & CERTIFY TO THEIR ACCURACY     

SUMMARY STATEMENTProvide administrative support to the physicians in the Bone Marrow Transplant Unit. Serve as the regulatory coordinator for the FACT program. Maintain records and update all licenses and board certifications for all doctors who participate in the FACT program. Provide assistance to the Quality Assurance Manager. Set up and maintain review for internal audits. Assist Quality Manager in conducting internal audits. Set up monthly QA meetings and maintain QA sign-in sheets. Provide assistance to the Quality Manager to maintain continual readiness for inspections from health agencies. Revise and manage SOPs for QA. Interact with Bone Marrow Transplant Coordinators as needed. Monitor IRB approval deadlines for continuation and renewal applications for BMT/Stem Cell protocols involving Human Subjects.

TYPE OF SUPERVISION RECEIVEDWork independently with minimal supervision.

HOW LONG HAVE THE DUTIES & DISTRIBUTION OF TIME BEEN SUBSTANTIALLY AS BELOW?      

ATTACH A COPY OF MOST RECENT ORGANIZATION CHART

AMOUNT OF TIME DUTIES AND TASKS

15% B. Clinical Research BMT

1. Monitor all deadlines for continuation and renewal applications for BMT/Stem Cell transplant protocols involving human research subjects.

2. Analyze various and pertinent information in order to prepare all regulatory documents (consent forms, HS-1 application forms, investigational drug forms/IND forms, etc) pertaining to IRB/ISPRC/MRSC submissions.

3. Input regulatory information into the Clinical Research Unit Velos study management system.

4. Support investigators, research coordinators and data managers in management of clinical trials, as needed.

5. Assist clinical research investigators in maintaining contact with the clinic, lab, IRB, ISPRC and other various campus departments and committees.

6. Initiate and activate regulatory coordination of new clinical research studies in BMT/Stem Cell transplant as needed.

7. Complete Case Report Forms as needed.

5% C. Patient Support

1. Evaluate and prioritize patient related telephone calls, ensuring that all calls are appropriately handled.

2. Assist callers with information and referrals to the clinic and appropriate faculty.

3. Access patient reports and test results for physician review.

4. Print and distribute physician patient laboratory order forms.

45% D. Administrative Support

1. Ensure and coordinate adequate support to the faculty during vacations and illnesses.

2. Evaluate and make recommendations regarding staffing needs to Director.

3. Prepare manuscripts, grant proposals, correspondence and memoranda for Director.

4. Compose patient related letters, reports and forms for Director.

5. Screen incoming calls and respond appropriately.

6. Process mail, faxes and other incoming office correspondence.

7. Determine need for office supplies, obtain quote and make recommendations to Director and/orDivision Administrator.

8. Schedule medical students for Hematology/Oncology elective clerkship and communicate with student affairs.

9. Maintain Director’s calendar and make travel arrangements. Manage reimbursements for expenses incurred while traveling.

11. Screen incoming calls, triage and respond appropriately.

12. Schedule medical students for Hematology/Oncology elective rotation and communicate with student affairs. Process application for medical students for approval and signature.

13. Access patient lab list weekly and fax it to clinic.

14. Coordinate monthly Hematology Case Conference involving the distribution of announcements, and occasional acquisition of nationally renowned keynote speakers.

15. Invent new systems of organization to maximize efficiency.

16. Draft and revise standard operating procedures for position conduct and qualifications.

17. Develop and maintain physician referral network contact directory to include telephone, fax, and e-mail.

19. Provide technical support in the installation of external storage devices, software updates, and in the event of system failure or malfunction.

20. Process financial contributions made to research.

21. Access patient’s lab list weekly and fax it to clinic.

22. Other duties as assigned.

35% E. Quality Management

1. Maintain controlled documents for QA.

2. Serve as the regulatory coordinator for the FACT program.

3. Maintain and update all licenses and board certifications for all consultants, attendings and nurse Practitioners for the FACT program.

4. Maintain records and training education files for all attending physicians and nurse practitioners.

5. Schedule all Quality Assurance and Improvement monthly meetings.

6. Record and distribute QA monthly minutes.

7. Maintain QA record of monthly sign-in sheets.

8. Maintains and updates the SOP binders.

9. Conducts internal audits.

10. Set up and maintain review for internal audits, monthly, quarterly and annually for improvement.

11. Provide Assistance to the Quality Manager to maintain continual readiness for inspections from agencies including State Department of Health, FDA, CAP, AABB, ACT and The Joint Commission.

SKILLS, KNOWLEDGE AND ABILITIES TASKREFERENC

IMPORTANCE

E1. Ability to set priorities under a heavy workload with constant interruptions and deadlines.

All Required

2. Ability to analyze problems, assess needs and provide alternatives A1-7, B-5, C-1

Required

3. Effective oral and written communication skills necessary to make inquiries and convey information.

All Required

4. Knowledge of personal computers and programs such as Excel, Microsoft, Microsoft mail and various database and hospital computing programs.

Required

5. Organizational skills necessary to make complex arrangements and maintain various filing systems

B1,C4, D17 Required

6. Ability to assist callers with appropriate information or referral and relate well to patient or prospective patients.

All of C Required

7. Skill in working independently and following through on assignments with minimal direction.

All Required

8. Ability to establish and maintain excellent working relationships with Division faculty, staff and University departments to effectively solve problems and expedite document processing.

All Required

9. Knowledge of University policy and procedures. All Required

10. Knowledge of UCLA Personnel policies and procedures, contract agreements sufficient to supervise staff employees.

All of A Required

11. Ability to handle confidential material frequently while protecting its strict confidentiality.

All Required

12. Knowledge skills and abilities to train others in the areas of Contract and Grant administration and general accounting.

I 1-2 Required

13. Excellent grammar, spelling, syntax skills, ability to proofread materials accurately and compose correspondence.

All Required

14. Skill in exchanging ideas, information and opinions to formulate policies and procedures and jointly arrive at decisions, conclusions or solutions with faculty and supervisors.

All Required

15. Knowledge of medical terminology All Required