Division Coordinator (Blank Ast 3)

Under minimal supervision, the successful applicant in this position will serve on the administrative team serving the Division Chief and Vice Chief, 20 other Faculty and 61 staff physicians in the Division of Geriatrics, Hospice, and Palliative Medicine, and the Division of Hospital Medicine. This position will serve as an administrative contact person, interacting with University administrators, faculty, fellows, residents, clinic personnel, staff, students and the general public. The incumbent will utilize independent judgment to prioritize tasks and respond to the needs of the faculty and staff; effectively communicate in person, by telephone and in writing, plan, and organize.
Under minimal supervision the incumbent will evaluate situations, make decisions, adjust priorities, and respond with flexibility to requests for assistance in problem solving. The incumbent will have the knowledge of and ability to interpret University and UCDHS policies and procedures regarding travel, reimbursements, purchasing, promotions/merits, and medical staff actions. Exercise independent judgment and diplomacy in handling sensitive and confidential issues. As this position represents the Division Chief, the incumbent should have many years of 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 Chief’s and Vice Chief’s activities including managing a complex calendar, scheduling meetings, taking minutes, correspondence, coordinating travel arrangements and accommodations, assisting with the coordination of the Continuous Quality Improvement Program , CV/dossier updates with use of MyInfoVault and PubMed, OATS, recruitment, appointments and re-appointments, and merits/promotions

Apply By Date

April 10, 2024 at 11:59pm

Minimum Qualifications

• Must have experience in a customer service related position answering phones and greeting visitors
• 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.
• Expertise in managing complex calendars and to schedule and coordinate large, complex meetings and conferences.
• Proficiency with MS Office (Word and Excel), Email (ex. Outlook), related computer software
• With minimal supervision demonstrates management, administrative, organizational, planning, and critical thinking skills
• Comprehensive knowledge of University Academic Personnel Policies and Procedures and ability to interpret them in a clear and logical manner.
• Knowledge of University of California, Davis and UCDHS policies and procedures preferred and recommend changes to policy and procedures to enhance Department/Division’s services (HIPPA and annual JCAHO requirements).
• 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.
• Knowledge of UC Davis and UCDHS structures, policies and procedures.
• Skills to develop innovative solutions, to attempt difficult and unfamiliar project assignments, and to respond with flexibility to request for assistance in problem-solving and organizational development.
• Working knowledge of peripherals such as printers, scanners, imagers, etc., is desired.

Preferred Qualifications

• Bachelor’s degree in related area and / or equivalent experience / training
• HR support experience
• Experience in an academic/healthcare setting

Department Description

This position will be a contributor to the administrative team serving the Division Chief and Vice Chief, 20 other Faculty and 61 staff physicians in the Division of Geriatrics, Hospice, and Palliative Medicine, and the Division of Hospital Medicine.

Position Information

• Salary or Pay Range: $27.34 - $39.18
• Salary Frequency: Hourly
• Payroll Title:BLANK AST 3
• Salary Grade: 108
• Appointment Type: Career
• Percentage of Time: 100%
• Shift Hours: 08 Hours
• Location: Sacramento, CA
• Union Representation: Yes
• Benefits Eligible: Yes
• Hybrid/Remote/On-Site: On-Site

THIS IS NOT AN H1B OPPORTUNITY

Benefits

Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis Health 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. The master templates for both represented and non-represented positions can be found here.

• 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 Maternity, Paternity, Family & Medical Leave
• 14 paid Holidays annually
• Vacation/Paid Time Off
• Sick Leave with unlimited accrual
• Continuing Education (CE) allowance and Education Reimbursement Program
• Access to free professional development courses and learning opportunities for personal and professional growth
• Wellness and on-site Employee Assistance Program including access to free mental health services
• Supplemental insurance offered including additional life, disability, short/long term disability, pet insurance and legal coverage
• Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistant 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

Special Requirements

• This position is a critical position and subject to a background check. Employment is contingent upon successful completion of background investigation including criminal history and identity checks.
• As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

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