Administrative Assistant 3

The person in this position provides administrative/clerical support for research, teaching, and clinical activities within the Division, for approximately 26- 30 physicians, 14-17 fellows, 5 PhDs and 15 Volunteer Clinical Faculty. This position will serve as an administrative contact person, interacting with University administrators, faculty, fellows, residents, clinic personnel, staff, students and the general public.

Under minimal supervision, incumbent will prioritize tasks and respond to the needs of the faculty and staff; effectively communicate in person, by telephone, and in writing; plan, organize, evaluate situations, make decisions, adjust priorities, work independently and as part of a team, and respond with flexibility to requests for assistance in problem-solving.

As this position assists the Pulmonary, Critical Care, and Sleep Medicine Division Manager, the incumbent should have experience using strong interpersonal, verbal and written skills in order to deal effectively and patiently with people from diverse backgrounds and cultures.

This position will also be responsible for, but not limited to the following tasks: coordinating the Manager's activities, preparing academic dossiers through Mylnfo Vault and PubMed, preparing manuscripts and grant reviews, coordinating the electronic physician leave tracking system for Pulmonary, helping prepare for conferences, preparing purchase and reimbursement requests, and organizing the Continuous Quality Improvement Program meetings. Acts as a backup to any additional administrative needs.

Apply By Date 12/22/2025 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 office or clinical environment
• Must have experience using Microsoft Office Suite (Word, Excel, Outlook)
• Requires good verbal and written communication skills, active listening, critical thinking, time management skills.
• Must have experience with schedule management.
• Proofreading skills to locate errors and ability to correct such errors prior to submission.
• Typing/word processing skills to quickly and accurately produce a wide variety of documents and materials.

Preferred Qualifications

• Associate or Bachelors degree
• Experience in coordinating travel and meeting arrangements at local, national or international meetings and preparation of travel and entertainment expense reimbursements (following applicable policies and procedures.)
• Experience in an academic/healthcare setting
• Experience performing basic reconciliation of financial data such as travel receipts or other analysis/reporting
• Experience supporting executives with verbal and written communication skills to compose clear, concise and grammatically correct correspondence.
• Experience maintaining CV/dossiers utilizing MylnfoVault data base Proficiency with MS Office (Word and Excel), Email (ex. Outlook), related computer software
• Experience in physician scheduling software such as Lightning Bolt
• Analytical and accounting skills to review financial documents as well as mathematical skills to perform calculations and check results for accuracy
• Comprehensive Knowledge of University Academic Personnel Policies and Procedures.
• Strong organizational and time management skills to establish goals, ability to prioritize and coordinate multiple work assignments and deadlines efficiently despite frequent interruptions.

Key Responsibilities

• 55% - Academic and Administrative Support
• 20% - Finance Duties
• 15% - Medical Staff
• 10% - Executive Assistant to the Division Manager

Department Overview

The nationally recognized UC Davis Department of Internal Medicine delivers exceptional health care for adults throughout Northern California. Based in Sacramento, we maintain a primary care and affiliate network that spans 33 counties in the Central Valley, the Sierra Nevada foothills, and the High Sierra.

The Division of Pulmonary, Critical Care and Sleep Medicine is one of 15 divisions in the Department of Internal Medicine. It has over 30 sub-specialty board-certified physicians. Division Faculty oversee the Medical Intensive Care and inpatient Pulmonary Consults services at UC Davis and the V.A. Mather. The faculty hold clinics in 5 different locations in the greater Sacramento area. The Division trains 18 fellows yearly in Sleep Medicine and Pulmonary and Critical Care Medicine. The Division also boasts a robust basic science research program based on the main UC Davis campus and an extensive portfolio of clinical research trials.

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: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100
• Shift (Work Schedule): 8-5
• Location: Patient Support Services Bldg (HSP014)
• 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

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 - Continuous 6 to 8+ 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.

Must represent department by exhibiting a professional demeanor of conduct including dress and attendance. Must be capable of functioning independently while keeping composure and flexibility in an environment of frequent interruptions, conflicting priorities, and patient care related pressures. Willingness and ability to run errands when required. Must be able to work a flexible work schedule and occasional overtime. Must be able to lift items weighing as much as 25 lbs.

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