Administrative Officer 2

The Division of Cardiovascular Medicine is one of the largest and most complex divisions in the Department of Internal Medicine. The Division is comprised of more than 30 clinical faculty and 20 research faculty/staff. The Administrative Officer is a critical support position that ensures coordination of all activities related to the Division Chief and the Director of the Clinical Cardiovascular Research Unit (CVRU). This position manages the interface of the Chief's multiple roles and expanded responsibilities for oversight of the Health System's academic and clinical programs. The incumbent will work very closely with the Chief and the CVRU Director to ensure appropriate communications and work flow consistently meet the needs of the leadership and multiple constituent groups, including faculty, staff, students, School of Medicine and Hospital Administration, Campus and the public. The position also provides general administrative support for the Division Chief, the CVRU Director, and eight CVRU faculty members, including calendaring, purchasing, travel and reimbursement, and MyInfoVault. The Administrative Officer will also provide department support as required. #CA-SB

Apply By Date 2/1/2025 by 11:59pm

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

• No Minimum Education Required
• At least two years' experience working in UC Davis Health.
• Experience working with physician faculty in leadership roles in an academic healthcare setting.
• Event planning and management experience.
• At least two years' administrative experience, including executive-level meeting scheduling and coordination, staffing meetings including producing minutes/action items, responding on behalf of leadership/faculty member, project planning and management, and event planning.
• Demonstrated advanced skills using Microsoft Office.
• Demonstrated advanced skills using digital meeting platforms, such as Zoom, Webex and Teams, including hosting meetings.
• Demonstrated ability to quickly and effectively learn new apps, tools and skills.
• Experience in drafting and polishing professional agendas, minutes and reports, utilizing strong writing and editing skills.
• Demonstrated high attention to detail, producing accurate and high-quality work.
• Proven ability to be a collaborative team member, while also being able to work independently.
• Demonstrated ability to prioritize work, with continually shifting priorities, needs, deadlines.
• Strong project and time management skills, utilizing apps/tools to track progress.
• Demonstrated excellent judgment and professionalism in all aspects of work and interactions.

Preferred Qualifications

• Bachelor's Degree and/ or equivalent experience/training where transferrable skills have been acquired.
• Experience using Lightning Bolt and EMR.
• Familiarity with MyInfoVault and the merit and promotion process.

Key Responsibilities

• 30% - Faculty Support
• 50% - Executive Assistant Support
• 20% - Division Administration

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. As part of the Internal Medicine community, you will play an active role in ensuring the continued success of our team, regardless of where in the department you work. Our faculty can serve our patients with the passion and energy that has become synonymous with UC Davis Health because of the staff who work tirelessly to ensure their academic and clinical needs are being met. We welcome you to this incredible team.

POSITION INFORMATION

• Salary or Pay Range: $$29.16 - $48.97
• Salary Frequency: Hourly
• Salary Grade: 135
• UC Job Title: ADMIN OFCR 2 CX
• UC Job Code: 004263
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100%
• Shift Hours: 8am - 5pm
• Location: Ellison Ambulatory Care Center (HSP098)
• Union Representation: Yes, 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
* UC Davis cares about building a community, which is why we provide resources to enhance diversity, equity and inclusion as well as Employee Resource Groups (ERGs) to support our staff

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.
• Occasional evenings due to events.

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 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
• 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.

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

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