Administrative Assistant 3

#CA-SS

This position is essential to the overall success of the Department, and indirectly the UC Davis Health System. This position provides administrative support for the department and assigned faculty, non-faculty providers and/or specialty service(s). The incumbent interacts daily with patients, interdepartmental staff including campus and UCDHS personnel, multi-disciplinary physicians, Primary Care Network, students, postgraduate residents and fellows, national and international professional organizations, and community, in the role of liaison to faculty. Skills required include an executive level of independent accountability for a wide range of administrative and analytical duties such as coordination, problem solving, judgment, record-keeping, and written and verbal communication, which are critical to the success of the department, faculty and services. The position also includes specialty service accountability for billing and collection for outside consultation and medical-legal activity.

Apply By Date February 16, 2025 at 11:59PM

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

• High school diploma/GED equivalent or related work experience.
• Minimum two years of administrative experience, preferably in an Academic setting.
• Strong orientation to customer service, preferably in an academic setting.
• Strong oral and written communication skills to create and initiate error free documents, including writing and editing skills to compose and proofread letters, financial statements, budget reports and other assigned documents, and to articulate information in a clear, concise, and visually attractive manner, creating error-free documents.
• Advanced word processing skills and experience (e.g. formatting, tables, math functions, merge functions, graphics, charts) and various computer skills, electronic mail software, database management software, graphics software, and other standard office desktop applications. Must be able to translate or format documents between similar software packages, and different platforms, such as Microsoft Word, Excel, Outlook, DocuSign, AggieEnterprise/AggieExpense, PowerPoint, and SharePoint.
• Demonstrated administrative, organizational, planning, and critical thinking skills; with the ability to anticipate, avert, and resolve issues of workflow, work processes, and task allocations.
• Excellent organizational and time management skills to establish goals, ability to prioritize and coordinate multiple work assignments and deadlines efficiently despite frequent interruptions, maintaining composure under heavy workload, conflicting priorities or difficult callers/visitors. Demonstrated ability to follow through on details, providing all necessary and required documentation.
• Ability and willingness to develop innovative solutions, to attempt difficult and unfamiliar project assignments, and to respond with flexibility to requests for assistance in problem-solving and organizational development.
• Basic skills to analyze and research information and learn to synthesize data with strong attention to detail.
• Ability to produce an appropriate quantity of work in a timely, consistent matter. Skills to concentrate on monitoring the accuracy of work without getting bogged down in unnecessary detail.
• Ability to set priorities; be detail-oriented; ability to make independent decisions when working with multiple priorities and deadlines.
• Proficient ability to learn and effectively use organization's financial and academic programs (AggieEnterprise/AggieExpense, My Info Vault, etc..).
• Positive attitude toward responsibilities, customers, faculty and co-workers, and demonstrated ability to interact in a helpful, effective, and informative manner with a wide variety of people, using tact and diplomacy even when working under stressful conditions.

Preferred Qualifications

• Experience supporting clinical providers including the management of appointments, meetings, conferences and other calendaring activities.
• Experience with transaction processing (reimbursements, purchasing, basic accounting functions)
• Experience using, MyInfoVault, AggieExpense, and AggieEnterprise.
• Experience maintaining Faculty CV/dossiers.
• Knowledge of University Policies and Procedures.
• Knowledge of academic personnel actions and medical staff processes preferred.
• Knowledge of medical terminology.

Key Responsibilities

• 40% - Administrative Support
• 40% - Academic Support
• 10% - Accounting
• 5% - Research Program Support
• 5% - Medical Staff and Credentialing Support

Department Overview

UC Davis Health School of Medicine Department of Orthopaedic Surgery, an academic/clinical department, encompassing several sub-specialties, working to achieve excellence in patient care, teaching, research and public service. The Department's strategy is built on four pillars: Impactful Advocacy; In-demand, World-Class Education; Innovation through Leading-Edge Research; and World Class Quality, Value-Driven Clinical Care.

POSITION INFORMATION

• Salary or Pay Range: $28.49 - $40.83
• Salary Frequency: Hourly
• Salary Grade: 108
• UC Job Title: BLANK AST 3
• UC Job Code: 004722
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100%
• Shift Hours: Days, 8 hours, M-F
• 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)

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.

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.

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