Administrative Assistant 3 (BLANK AST 3)- job post University of California, Davis

This position will provide a high level of critical administrative support to the Division of Transplant Nephrology, including the Division Chief and multiple faculty/physicians. This position will also fill the role of Coordinator for the Transplant Nephrology Fellowship Program, Transplant Grand Rounds, and Transplant Nephrology Journal Club. Working within established guidelines, but with a high degree of independence, this position is responsible for overseeing calendar and resource management, travel and entertainment logistics, academic matters, purchasing and reimbursements, credentialing, meeting planning and coordination, and is the first point of contact for visitors and incoming calls. This position is expected to work with a significant amount of independence to oversee all aspects of division administrative functions and is called upon as a resource for division faculty and personnel. #CA-SB

Apply By Date: 9/7/2024 by 11:59 pm

Minimum Qualifications

• High school diploma or equivalent experience
• Experience working in an executive-level office environment and/or providing administrative support to include but not limited to: complex calendaring, coordinating logistics, travel arrangements and etc.
• Experience with financial transactions and reconciliations
• Computer skills and experience in Microsoft Suite, accounting, web-based evaluation, and reporting systems; electronic mail, database management, graphics software, and other standard office desktop applications.
• Experience researching, extracting, compiling, and summarizing information from a variety of sources to prepare reports and information clearly and concisely.
• Proven ability to manage complex calendars, and determine prioritization and importance of meetings
• Ability to independently schedule small and large meetings and events with internal and external participants by prioritizing, coordinating, and tracking availability to include sending meeting confirmations, reminders, and cancellations notices, as well as reserving conference rooms and catering orders, if requested
• Editing and writing skills to initiate, compose, format, proofread, and carefully edit various professional business documents, such as grants, general correspondence, and meeting minutes

Preferred Qualifications

• Experience using MedHub, MyInfoVault, Lightning Bolt, and Aggie Expense.
• Experience working independently, prioritizing assignments, and meeting competing deadlines.
• Knowledge of UCD Policy and Procedures, including but not limited to UCDHS Medical Staff policies and Procedures, ACGME Policies and Procedures and JCAHO requirements.
• Knowledge of medical terminology.
• Ability to work independently with minimal direction, to work under pressure, and to utilize good judgment in making decisions.

Key Responsibilities

• 50% – ADMINISTRATIVE SUPPORT
• 20% – SCHEDULING
• 10% – ASSISTANT TO THE DIRECTOR AND CHIEF
• 10% – EDUCATION SUPPORT
• 5% – FELLOWSHIP COORDINATOR
• 5% – MEDICAL STAFF / BILLING

Department Overview

The mission of the UC Davis Department of Internal Medicine is simple: excellence in care, research and education. This commitment is precisely what you would expect from the largest clinical team at UC Davis Health System, an academic health-care powerhouse known for seamlessly blending high-quality medical treatment with cutting-edge investigations and superior physician training. The goal of the Division of Transplant Nephrology is to provide the organizational framework that enables UC Davis to fulfill core teaching, research, patient care, and public service missions.

POSITION INFORMATION

• Salary or Pay Range: $28.49 – $40.83
• Salary Frequency: Hourly
• Salary Grade: STEPS
• UC Job Title: BLANK AST 3
• Appointment Type: Staff: Career
• Percentage of Time: 100
• Shift Hours: 8:00am-5:00pm
• Location: Patient Support Services Bldg (HSP014)
• Union Representation: CX-Clerical/Admin
• Benefits Eligible: Yes
• Hybrid/Remote/Onsite: This position is hybrid (mix of on-site and remote work)

Benefits

Physical Demands

• Standing – Occasional Up to 3 Hours
• Walking – Occasional Up to 3 Hours
• Sitting – Frequent 3 to 6 Hours
• Lifting/Carrying 0-25 Lbs – Occasional Up to 3 Hours
• Pushing/Pulling 0-25 Lbs – Occasional Up to 3 Hours
• Bending/Stooping – Occasional Up to 3 Hours
• Squatting/Kneeling – Occasional Up to 3 Hours
• Twisting – Occasional Up to 3 Hours
• Reaching overhead – Occasional Up to 3 Hours
• Keyboard use/repetitive motion – Frequent 3 to 6 Hours

Mental Demands

• Sustained attention and concentration – Frequent 3 to 6 Hours
• Complex problem solving/reasoning – Occasional Up to 3 Hours
• Ability to organize & prioritize – Frequent 3 to 6 Hours
• Communication skills – Frequent 3 to 6 Hours
• Numerical skills – Occasional Up to 3 Hours
• Constant Interaction – Frequent 3 to 6 Hours
• Customer/Patient Contact – Frequent 3 to 6 Hours
• Multiple Concurrent Tasks – Frequent 3 to 6 Hours

Work Environment

• Work occasional overtime, including evenings and weekends, to meet required deadlines.

Special Requirements

• This is a critical position, as defined by UC policy and local procedures, and as such, employment is contingent upon successful completion of background check(s), including but not limited to criminal record history background check(s)
• This position is designated as a mandated reporter under CANRA and UC policy, and employment is contingent on compliance with applicable policies, procedures and training requirements

Diversity, Equity, Inclusion and Belonging

At UC Davis, we’re solving life’s most urgent challenges to bring a fuller, healthier, and more resilient world within reach. We grow from every challenge we take on and we don’t just maintain – we improve. We recognize that creating an inclusive and intellectually vibrant organization means understanding and valuing both our individual differences and our common ground. The most comprehensive solutions come from the most diverse minds and you belong here. As you consider joining UC Davis, please explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education, and our latest efforts to outgrow the expected. The University of California, Davis is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California’s Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20

For the University of California’s Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

Because we want you to be seen, our recruiting process at UC Davis fosters authenticity, diversity, and inclusion. Studies have shown that some people may not apply to jobs unless they meet every single qualification. Each unique role at UC Davis has a set of requirements and you could be perfect for this role, or you could be perfect for the next role! Don’t meet all the requirements? We still encourage you to apply! #YouBelongHere