Administrative Assistant 3

Under minimal supervision, the incumbent in this position will serve as an assistant to the Interventional Cardiology faculty in the Division of Cardiovascular Medicine. This position will serve as an administrative contact person, interacting with University administrators, faculty, fellows, residents, clinic personnel, staff, students, and the general public. The incumbent will utilize independent judgment to prioritize tasks and respond to the needs of the faculty and staff; effectively communicate in person, by telephone, and in writing; plan and organize. Under minimal supervision, the incumbent will evaluate situations, make decisions, adjust priorities, and respond flexibly to requests for problem-solving assistance. The incumbent will know and be able to interpret University and UCDH policies and procedures regarding travel, reimbursements, purchasing, promotions/merits, and medical staff actions. Exercise independent judgment and diplomacy in handling sensitive and confidential issues. This position will also be responsible for, but not limited to, the following tasks: coordinating faculty activities, including managing a complex calendar, scheduling meetings, taking minutes, correspondence, coordinating travel arrangements and accommodations, CV/dossier updates with the use of MylnfoVault and Pubmed, recruitment, appointments, and re-appointments, and merits/promotions. The incumbent will provide support and coordination to the heart failure referral network by connecting with referring offices and ensuring the referral process evolves as expected.

Apply By Date 9/13/2025 by 11:59pm

Minimum Qualifications - For full consideration, applicants are encouraged to upload license and/or certification if required of the position

• Experience working in an academic office providing executive-level support to physicians.
• Demonstrated proficiency in Microsoft Office Suite.
• Strong management, administrative, organizational, planning, and critical thinking skills with minimal supervision.
• Proven ability to independently prioritize multiple projects, adjust to changing needs, and meet deadlines.
• Ability to work quickly, accurately, and efficiently in a fast-paced environment.
• Flexibility in adapting to individual preferences and project requirements.
• Consistent follow-through on multiple commitments and tasks.
• Sound decision-making and problem-solving skills, with initiative to resolve issues effectively.
• Analytical skills to identify problems, develop action plans, and ensure completion.
• Clear and effective communication skills with staff and the public; ability to foster cooperation and teamwork.
• Excellent organizational and time management skills, including knowledge of priority-setting strategies.
• Strong interpersonal, verbal, and written communication skills; ability to build positive relationships across all levels of the organization.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive materials.
• Understanding of organizational dynamics, both operational and political; resourcefulness and diplomacy in supporting leadership goals.
• Experience working independently and collaboratively as part of a team with minimal supervision.

Preferred Qualifications

• Bachelor's degree in business administration or communications or relevant experience
• Experience working in an academic office providing executive-level support to physicians at UC Davis Health.
• Demonstrated knowledge of UC Davis Health System and University policies and procedures.
• Experience planning, coordinating, and successfully implementing events.
• Proficiency in using Lightning Bolt scheduling software and Electronic Medical Records (EMR) systems.
• Familiarity with MyInfoVault (MIV) and the academic merit and promotion process.

Key Responsibilities

• 50% - ADMINISTRATIVE SUPPORT
• 50% - CREDENTIALING AND COMPLIANCE

Department Overview

The Department of Internal Medicine is the largest clinical department in the medical center, committed to excellence in patient care, research, and education. With 13 specialized divisions, the department covers the full spectrum of adult medicine, providing comprehensive services and fostering innovation across a wide range of medical disciplines.

Each division contributes to the department's mission by advancing clinical care, conducting cutting-edge research, and training the next generation of physicians and scientists. Cardiovascular Medicine leads in the diagnosis and treatment of heart and vascular diseases, while also pushing forward groundbreaking research and providing world-class training in cardiology.

Together, these divisions work collaboratively to improve health outcomes, serve diverse patient populations, and drive innovation across the field of internal medicine.

POSITION INFORMATION

• Salary or Pay Range: $29.40 - $42.14
• Salary Frequency: Hourly
• Salary Grade: 108
• UC Job Title: BLANK AST 3
• UC Job Code: 004722
• Number of Positions: 2
• Appointment Type: Staff: Career
• Percentage of Time: 100%
• Shift (Work Schedule): 8am-5pm
• Location: Ellison Ambulatory Care Center (HSP098)
• Union Representation: CX-Clerical/Admin
• Benefits Eligible: Yes
• This position is hybrid (mix of on-site and remote work)
• This is not a H-1B Visa opportunity

Benefits

Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals. Learn more about the benefits below and eligibility rules by visiting either our handy Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees and our Benefits Page.

If you are represented by a union, benefits are negotiated between the University of California (UC) and your union and finalized in a contract. Read your bargaining unit's employment contract, stay abreast of current negotiations and learn about collective bargaining at UC: https://ucnet.universityofcalifornia.edu/labor/bargaining-units/index.html

* High quality and low-cost medical plans to choose from to fit your family's needs
* UC pays for Dental and Vision insurance premiums for you and your family
* Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave
* Paid Holidays annually as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Access to free professional development courses and learning opportunities for personal and professional growth
* WorkLife and Wellness programs and resources
* On-site Employee Assistance Program including access to free mental health services
* Supplemental insurance offered including additional life, short/long term disability, pet insurance and legal coverage
* Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistance Program for qualified roles
* Retirement benefit options for eligible roles including Pension and other Retirement Saving Plans. More information on our retirement benefits can be found here

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

• UC Davis is a smoke and tobacco free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes) will be strictly prohibited on any UC Davis owned or leased property, indoors and outdoors, including parking lots and residential space.

Special Requirements - Please contact your recruiter with questions regarding which activities apply by position

• This is a critical position, as defined by UC Policy and local procedures, and as such, employment is contingent upon clearing a criminal background check(s) and may include drug screening, medical evaluation clearance and functional capacity assessment
• 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
• Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional 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; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

A Culture of Opportunity and Belonging

At UC Davis, we're committed to solving life's most urgent challenges and building a healthier, more resilient world. We believe in growing through every challenge, continually striving to improve, and welcoming new perspectives that strengthen our community. We recognize that a vibrant and innovative organization values both individual strengths and shared purpose. The best ideas often emerge when people with different experiences come together.

As you consider joining UC Davis, we invite you to explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education. We believe you belong here. The University of California, Davis is an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

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

Because we want you to feel seen and valued, our recruitment process at UC Davis supports openness and authenticity. Research shows that some individuals hesitate to apply unless they meet every qualification. You may be an excellent fit for this role-or the next one. We encourage you to apply even if your experience doesn't match every listed requirement. #YouBelongHere

To learn more about our background check program, please visit: https://hr.ucdavis.edu/departments/recruitment/ucd/selection/background-checks