Administrative Assistant 3 - Cardiac Surgery

#CA-SS

The incumbent serves as executive assistant to the Division Chief, Residency Program Director, Director of Cardiothoracic Surgery Clinical Activities, and the Director of Resident Education. The incumbent is the key contact person for the Division and is responsible to manage the daily functions that include, calendaring, coordinating travel, CV/dossier updates, support for merits, promotions, appraisals, accounting, purchasing, fundraising, grant proposal preparation, manuscripts, conferences, lectures, and other clinical activities as needed. This position is also responsible for coordinating and managing multiple complex division conferences. Will also be responsible to communicate with several national and international agencies and associations on behalf of Division Chief. Requires a keen understanding of goals and mission of the division.

Apply by December 27, 2024 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 or equivalent experience
• Experience supporting high level executives or faculty.
• Editing and writing skills to initiate, compose, word process, format, proofread, and carefully edit various professional business documents and correspondence.
• Experience to research, extract, compile, elicit, and summarize information from a variety of sources to prepare reports and information clearly and concisely.* Experience managing complex calendars and schedules; coordinating large complex meetings and conferences.
• Strong organizational and time management skills to establish goals, ability to prioritize and coordinate multiple work assignments and deadlines efficiently despite frequent interruptions.
• Excellent interpersonal and communication skills to communicate in a pleasant, tactful and effective manner, both orally and in writing, and to handle difficult, sensitive and/or confidential issues with diverse groups of individuals.
• Advanced computer skills and experience in using Microsoft Suite, email, internet, databases, presentation and graphic software and other standard office desktop applications.
• Ability to analyze situations, define problems and/or objectives, identify relevant factors, formulate logical conclusions and suggest alternative solutions.
• Ability to create and maintain filing systems for prompt retrieval of information.
• Math skills to perform complex business transactions (add, subtract, multiply, divide, calculate percentages)

Preferred Qualifications

• Comprehensive knowledge of University Academic Personnel Policies and Procedures, specifically, experience maintaining Faculty CV/dossiers.
• Ability to work independently as well as part of a team.
• Knowledge of University of California, Davis and UCDH policies and procedures.

Key Responsibilities

• 45% - Executive Assistant to Cardiothoracic Surgery Chief and faculty
• 25% - Residency and CT Programs Coordination Assistance
• 10% - Special Projects
• 10% - Research Contract and Grant Support
• 10% - Accounting

Department Overview

The Department of Surgery encompasses a wide variety of surgical specialties. These include bariatric surgery, burn surgery, colorectal surgery, cardiothoracic surgery, gastrointestinal surgery, hepatobiliary surgery, endocrine surgery, pediatric surgery, plastic surgery, transplant surgery, trauma, acute care and surgical critical care surgery, vascular surgery, and oncologic surgery. The Department's extensive surgical expertise, in combination with ongoing teaching and research activities, provide ample resources and advanced surgical techniques for patient 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: M-F, 8-5
• Location: North Addition Office Building (HSP002)
• Union Representation: 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.

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