Job Description of my Administrative Specialist position prior to my promotion to Assistant Director of the UCR and CARE Honors Undergraduate Programs in the Life and Physical Sciences, Mathematics, and Engineering.

1. Title Code
7646
Approved Title
ADMINISTRATIVE SPECIALIST
Effective
Date
09/18/09
Act. Type
UPD
ER/Unit Code
E/99
JA Number
300
Exception
Department Code
1559
Comp Analyst
SARAH LERTPAICHAIYON
Date
09/18/09
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 NAME
Karl Lorenzen
DEPARTMENT/DIVISION/UNIT
Medicine Hem/Onc
%
TIM
E
100
CAREER LIMITED
RESTRICTED
LIMITED PARTIAL YEAR
CAREER
PRESENT PAYROLL TITLE
Administrative Specialist
TITLE
CODE
E-99
ER/UNIT
CODE
E/99
WORKING TITLE (IF DIFFERENT)
REQUESTED PAYROLL TITLE
REQ
SUPERVISOR NAME
Gary Schiller, MD
PAYROLL TITLE
Professor 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 BMT
QA Manager
FINAL SELECTION
TRAINING
DEPARTMENT HEAD’S NAME
Farah Elahi
TITLE
CAO
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
REQUIRED
BY 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

2. SUMMARY STATEMENT
Provide 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 RECEIVED
Work 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.

3. 7. Determine need for office supplies, obtain quote and make recommendations to Director and/or
Division 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 TASK
REFERENC
E
IMPORTANC
E
1. Ability to set priorities under a heavy workload with constant interruptions and
deadlines.
All Required

4. 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