Faculty Administrative Assistant - Military Veterans

Faculty Administrative Assistant

Job Summary

This position serves as the lead faculty administrative assistant to several sections within the department. Most notably, this position is responsible for providing lead administrative support for pediatrics, acute care emergency imaging (ED), recall/emeritus faculty members, Vice Chair of Clinical Operation and Vice Chair of Education. The position will handle all aspects of administrative support for all these sections, including managing faculty calendars, travel requests and reimbursement, scheduling meetings, organizing events as needed. The incumbent will serve as the primary assistant for the department's scheduling system, QGenda, medical student rotations, and maintenance of faculty CVs. The position will also serve as back-up for faculty support for other sections. #CA-SB

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

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

• Bachelor's degree or equivalent experience.
• Previous work experience in an academic setting.
• Expertise in managing complex calendars and to schedule and coordinate large, complex meetings and conferences.
• Demonstrated management, administrative, organizational, planning, and critical thinking skills; with the ability to anticipate, avert, and resolve issues of workflow, work processes, and task allocations. Ability to work independently, with limited or minimal supervision and direction.
• 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.
• Decision-making skills to exercise initiative, creativity, and independent judgment to anticipate needs in areas of responsibility. Ability to problem solve in a manner consistent with institutional and departmental goals and objectives.
• Ability to set priorities; be detail-oriented; ability to make independent decisions when working with multiple priorities and deadlines.
• Skills 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.
• Ability to research, extract, compile, elicit, and summarize information from a variety of sources to prepare reports and information clearly and concisely. Ability to record and format meeting minutes and track follow-up items.
• Ability and skill to exercise tact and diplomacy in dealing with others and establish and maintain cooperative working relationships. Demonstrated customer service skills and experience working with staff, faculty, residents, student, patients, and a culturally diverse workforce.
• Strong interpersonal skills to efficiently and effectively communicate (both orally and in writing) with all levels of academic, administrative, clinical, and staff personnel within the school, campus, medical center, and the general public.
• 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, Outlooks, Docusign, PowerPoint, and SharePoint.

Preferred Qualifications

• Preferred experience with course coordination and onboarding of students.
• Ability to work in the department scheduling system, QGenda (preferred).
• Knowledge of eFlight, BANNER and Office of Medical Education (OME) processes and software systems to support IORs and students.
• Knowledge of UC Davis and UCDH structures, policies and procedures.

Key Responsibilities

• 40% - Faculty Support
• 30% - Management of UC Davis Radiology QGenda Schedule
• 20% - Medical Student Program Coordination
• 10% - Other Duties as Assigned

Department Overview

The Department of Radiology is a large academic and clinical department within the School of Medicine which is responsible for teaching and training of residents, medical students, and clinical fellows, as well as both basic and creative clinical scholarly investigations.

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:
• Appointment Type: Staff: Career
• Percentage of Time: 1 00%
• Shift Hours: 8
• Location: Ellison Ambulatory Care Center (HSP098)
• Union Representation: Yes, CX-Clerical/Admin
• Benefits Eligible: Yes
• This position is 100% on-site

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 overtime is required to meet deadlines. Use of vacation may be restricted during peak times.

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

To apply, visit https://careerspub.universityofcalifornia.edu/psc/ucdavis/EMPLOYEE/HRMS/c/HRSHRAMFL.HRSCGSEARCHFL.GBL?Page=HRSAPPJBPSTFL&JobOpeningId=75247&PostingSeq=1&SiteId=7〈uageCd=ENG&FOCUS=Applicant

The University of California is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC nondiscrimination policy.

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