Administrative Assistant

This position will primarily serves as an administrative assistant to the faculty of the Department of Dermatology. This position will serve as the critical link between the faculty, units and the department administration. The incumbent uses critical thinking skills to evaluate various university policies, procedures, and guidelines for coordination of department activities, along with other resources to assure tasks are completed in compliance with various requirements. The incumbent provides assistance to functions of the faculty in the areas of administrative support of basic science, Procurement, Accounts Payable and Travel, Human Resources and Academic Personnel. The incumbent will assist faculty with managing their clinic schedule in Lightning Bolt. The incumbent uses independent judgment to prioritize tasks, and responds to the needs of faculty and the staff they support. He/She/They shall independently manage and prioritize workload to ensure responsibilities are met in an accurate and timely manner. Incumbent consistently manages multiple tasks and projects with changes with frequent deadlines.

Apply By Date: March 15, 2025 at 11:59pm. Selection activities may start at any time.

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

• High School Diploma, GED or equivalent experience
• Experience working in an office environment that requires interpersonal and communication skills to create and maintain professional collaborative working relationships with an acute understanding of customer service and business processes.
• Extensive experience maintaining multiple schedules and calendars for faculty, management, and staff.
• Understanding and knowledge of administrative policies related to Accounts Payable, Travel & Purchasing.
• Proficient with computer programs including but not limited to MS Office (Word, PowerPoint, Excel, and Outlook) and Adobe.
• Organizational and time management skills to establish goals, set priorities and manage deadlines: multi-task and adjust priorities; adaptable to changes and ambiguity as duties are directed.
• Ability to learn specialized software applications as necessary
• Strong time management skills.
• Demonstrated organizational skills; ability to prioritize tasks & manage multiple projects/tasks simultaneously.
• Ability to exercise good judgement and make effective decisions based on department, campus, and University policies and procedures.
• Communication skills to effectively convey information and instruction in oral and written formats to variety of audiences with diverse backgrounds, agendas, and levels of knowledge and expertise.

Preferred Qualifications

• Experience using Kuali Financial System (KFS), Aggie Enterprise, MyInfoVault (MIV), Decision Support, AggieBuy, & AggieTravel.
• Experience analyzing information to develop creative solutions
• Knowledge of UCD/UCDH purchasing, procurement & travel policies.

Key Responsibilities

• 85% - Administrative Support/Procurement, Accounts Payable, & Travel
• 10% - Human Resources/Academic Personnel
• 5% - Other duties as assigned

Department Overview

The Department of Dermatology is an academic and clinical department within the School of Medicine 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: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100
• Shift (Work Schedule): 8am-5pm
• Location: Cannery Business Park (HSP110)
• Union Representation: CX-Clerical/Admin
• Benefits Eligible: Yes
• This position is hybrid (mix of on-site and remote work)
• This position is not an 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.

Must be able to travel to/from UCDH sites, UCD sites, and other affiliated facilities. Must be able to work occasional overtime, evenings, and/or weekends. Must be able to lift and move office equipment, supplies and files weighing up to 25 LBS. Must comply to the Cannery Business Park Parking Policy. Must comply to the Department's Personal Appearance and Dress Code Policy

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
• The duties or functions of this position include the handling of cash (or cash equivalents)
• 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