Administrative Specialist III, DBP - Dean's Office
UCLA Health, Los Angeles, CA, United States
General Information
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Work Location: Los Angeles, CA, USA
Onsite or Remote
Fully On-Site
Work Schedule
Monday-Friday, 7:30 AM - 4:00 PM
Posted Date
04/21/2026
Salary Range : $76200 - 158800 Annually
Employment Type
2 - Staff: Career
Duration
Indefinite
Job #
30210
Primary Duties and Responsibilities
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The Administrative Specialist III provides and coordinates high-level administrative, operational, and financial support for the Responsible Executive Officer and the Director of the Donated Body Program (DBP). This position serves as the primary point of contact for DBP donors and families, handling sensitive and confidential matters with compassion, professionalism, and discretion. Responsibilities include responding to donor inquiries, processing program information requests and donor applications, reviewing applications for completeness and program suitability, establishing new donor records in the Pre-Need database, maintaining electronic files, and issuing donor identification cards, acceptance letters, and declined application notices.
The role manages Electronic Death Records in the Electronic Death Registration System (EDRS), including obtaining physician cause of death information, Social Security verification, decedent information, disposition permits, and fee processing through Bruin Buy. The position communicates with families regarding death certificates and required documentation and processes related paperwork such as Social Security Administration notifications, donor acknowledgment letters, gift acknowledgment requests, and file checklists. Additional duties include maintaining the DBP database and daily statistical reports; assigning and reviewing Bruin Card and alarm code access; generating FSR requests; serving as the DBP Suite Fire Warden; coordinating purchasing, vendor follow-up, and annual equipment inventory; performing monthly ledger reconciliations and financial reporting; preparing NPEARs, interdepartmental recharge forms, reimbursements, and annual UCOP financial reports; arranging staff travel; supporting annual budget preparation and Dean's Office reporting; recording departmental meetings and preparing agendas and materials; coordinating the annual Donor Memorial Ceremony and donor family invitations; and serving as backup support for the Dean's Office financial office as needed.
Job Qualifications
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Required:
Bachelor's degree in related area and/or equivalent experience/ training.
Skill to solve problems independently and as part of a team in order to meet the objectives of the unit.
Skill to solve problems independently and as part of a team in order to meet the objectives of the unit.
Skill to independently research, obtain and analyze information and data in order to compose and edit documents.
Excellent communication skills dealing with a variety of people.
Excellent telephone skills, using a multi-line phone.
Knowledge of general administrative and clerical skills.
Knowledge of Microsoft Word, Outlook, Excel and ability to learn other software programs.
Budget and financial reports experience.
Preferred:
Minimum 3-5 years of related experience or training. Funeral home administrative experience helpful.
Knowledge of the Electronic Death Record System in filing Death Records.
Knowledge of UCLA School of Medicine.
As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.
Press space or enter keys to toggle section visibility
Work Location: Los Angeles, CA, USA
Onsite or Remote
Fully On-Site
Work Schedule
Monday-Friday, 7:30 AM - 4:00 PM
Posted Date
04/21/2026
Salary Range : $76200 - 158800 Annually
Employment Type
2 - Staff: Career
Duration
Indefinite
Job #
30210
Primary Duties and Responsibilities
Press space or enter keys to toggle section visibility
The Administrative Specialist III provides and coordinates high-level administrative, operational, and financial support for the Responsible Executive Officer and the Director of the Donated Body Program (DBP). This position serves as the primary point of contact for DBP donors and families, handling sensitive and confidential matters with compassion, professionalism, and discretion. Responsibilities include responding to donor inquiries, processing program information requests and donor applications, reviewing applications for completeness and program suitability, establishing new donor records in the Pre-Need database, maintaining electronic files, and issuing donor identification cards, acceptance letters, and declined application notices.
The role manages Electronic Death Records in the Electronic Death Registration System (EDRS), including obtaining physician cause of death information, Social Security verification, decedent information, disposition permits, and fee processing through Bruin Buy. The position communicates with families regarding death certificates and required documentation and processes related paperwork such as Social Security Administration notifications, donor acknowledgment letters, gift acknowledgment requests, and file checklists. Additional duties include maintaining the DBP database and daily statistical reports; assigning and reviewing Bruin Card and alarm code access; generating FSR requests; serving as the DBP Suite Fire Warden; coordinating purchasing, vendor follow-up, and annual equipment inventory; performing monthly ledger reconciliations and financial reporting; preparing NPEARs, interdepartmental recharge forms, reimbursements, and annual UCOP financial reports; arranging staff travel; supporting annual budget preparation and Dean's Office reporting; recording departmental meetings and preparing agendas and materials; coordinating the annual Donor Memorial Ceremony and donor family invitations; and serving as backup support for the Dean's Office financial office as needed.
Job Qualifications
Press space or enter keys to toggle section visibility
Required:
Bachelor's degree in related area and/or equivalent experience/ training.
Skill to solve problems independently and as part of a team in order to meet the objectives of the unit.
Skill to solve problems independently and as part of a team in order to meet the objectives of the unit.
Skill to independently research, obtain and analyze information and data in order to compose and edit documents.
Excellent communication skills dealing with a variety of people.
Excellent telephone skills, using a multi-line phone.
Knowledge of general administrative and clerical skills.
Knowledge of Microsoft Word, Outlook, Excel and ability to learn other software programs.
Budget and financial reports experience.
Preferred:
Minimum 3-5 years of related experience or training. Funeral home administrative experience helpful.
Knowledge of the Electronic Death Record System in filing Death Records.
Knowledge of UCLA School of Medicine.
As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.