Position: Administrative Assistant
Location: Los Angeles, CA (Hybrid, Mostly Remote)
Duration: 6 Months

Required Experience:

Use of MS Office Suite, including Word, Excel, PowerPoints, Outlook, and others as needed. Excellent verbal and written communication skills with a wide range of stakeholders

SUMMARY STATEMENT:

• The GME Equity and Diversity Inclusion and Resident Research Program Coordinator is responsible for program planning and development, coordination and delivery all aspects of the EDI and resident research program in the GME space including resident participant recruitment for strategic GME pipeline events at national and regional conferences, GME initiatives for underrepresented in medicine (URiM) trainees, and the Resident Research Initiative. Support includes collaboration with UCLA ACGME training program leadership for the management of all aspects of GME exhibits at pipeline events, collateral preparation, close collaboration with DGSOM IT and Marketing for social media and event displays, communication with a variety of stakeholders for all aspects of these events, and all logistical requirements.
• This role manages all administrative aspects of the Minority House staff Organization, including recruitment communications and media posts, provides comprehensive support including budgeting, logistical aspects of all social activities and annual events, scholarship, travel, and coordination of monthly meetings. They will strategize with GME leaders and GME training program leadership on Resident Research initiatives and implement plans for research display and recognition on the institutional level for trainees.
• The Coordinator will provide administrative support to Assistant GME Dean (ADIO) for EDI specific to management of communication and planning for GME EDI data, events and travel, and management and creating reports of EDI annual recruitment data. They are responsible for all aspects of organization, and communication of faculty development courses for the ADIO's EDI curriculum including holistic review.
• This role also oversees the calendar events for GME EDI and Resident Research programs offered directly by GME or in collaboration with JEDI and HEDI, and will manage comprehensive program arrangements including budgeting, securing guest speakers, management of EDI-related social activities and conferences, meals and travel, arranging technology support, writing official communications, managing the MHO and EDI portions of the GME website, social media and promotional materials.
• This role is also responsible for creating and maintaining expense budgets for the GME EDI and MHO programs, ensuring expenses stay within budget, and the financial processing and recordkeeping for all stipends and reimbursements for GME scholarship and research in the EDI.
• This position will serve as a liaison between the Health System EDI (HEDI) and medical school JEDI leadership and GME. They will be able to communicate diplomatically and clearly in both written and verbal communication. They will leverage relationships with the EDI Dean and HEDI leadership, as well as GME trainees to formulate processes for trainee event organization. They will leverage available automation and implement new processes through evaluation of new resources for event planning functions.

TYPE OF SUPERVISION RECEIVED:

This position is expected to function with a great deal of autonomy with minimal oversight.

DUTIES AND TASKS:

• EDI, MHO Events and Resident Research Coordinator:
• Professionally represent GME at events for the GME EDI and MHO programs, and ensure all events are appropriately calendared and coordinated with all partner programs and departments, ensure all stakeholders have timely and accurate information about all events, ensure economies of scale and eliminate redundancies.
• Manage and oversee travel arrangements for trainees and GME participants in pipeline events, ensure compliance with all state guidelines and ensure that all financial processing is completed in a timely and accurate manner.
• Create, develop and produce materials for GME EDI, MHO pipeline and Resident Research events
• Manage UCLA GME display booth and registration for exhibition at major pipeline events, including management of marketing displays, collateral, and social media
• Coordinate all aspects of on-site events including calendaring, arranging staffing, catering, and all communications
• Strategize with GME Dean, Health System, and GME program leadership to create and implement a strategic plan for resident research initiatives and Holistic Review courses
• Create and document processes for GME EDI trainee event organization and trainee recognition
• Evaluate and leverage technology for effective management of event planning needs
• Develop program budgets, maintain accurate and detailed expense budgets for all programs

Minority House staff Organization Support:

• Manage monthly meeting agenda, and facilitate communication, meeting space and catering
• Collaborate with MHO membership on all aspects of MHO annual and ad hoc events including procurement of location and catering contracts and all communications
• Manage MHO budgeted funds and maintain appropriate records of expenditures and budget projections
• Provide administrative support for DIO for EDI specifically with relationship to EDI events, including organization of holistic review training and faculty development activities
• Collaborate with GME Data Manager to track URM recruitment data for reporting to GME and Medical School leadership on an annual basis

Administrative:

• Compose correspondence and complete forms and surveys in response to requests for specific program information and data as requested by funding and other agencies
• Create and develop recruitment materials including website updates, banners and brochures
• Manage EDI mail inquiries, social media and provide excellent and responsive customer service
• Establish and maintain database records for all structured activities, courses and programs
• Create accurate and detailed reports, actively engage in continuous quality improvement efforts and independently generate ideas for program improvement and plans for executing improvements
• Support all logistical operations for the delivery of GME pipeline programs, including event reservations, conference room reservations, etc., Zoom rooms, and other venues as dictated by the event. Ensure seamless operations and troubleshoot to problem solve in advance of any issues.
• Compose and produce for distribution, program information and advisement fact sheets aimed at increasing URiM recruitment to GME programs
• Ensure all reimbursement requests adhere to local and state guidelines, process house staff travel reimbursements in a timely fashion
• Oversee office logistics including shipping materials to conferences, ordering supplies and promotional items for pipeline outreach events
• Other duties as assigned

SKILLS, KNOWLEDGE AND ABILITIES TASK:

• Use of MS Office Suite, including Word, Excel, PowerPoint, Outlook, and others as needed
• Excellent verbal and written communication skills with a wide range of stakeholders
• Actively maintain current awareness of issues impacting trainees from URM backgrounds
• Understanding of the medical education continuum and the unique properties of Graduate Medical

Education:

Bachelor's or Master's level degree in a related field