Administrative Assistant 3

Job Summary

#CA-SS This position is essential to the overall success of the Department, and indirectly the UC Davis Health System. This position provides administrative support for the department and assigned faculty, non-faculty providers and/or specialty service(s). The incumbent interacts daily with patients, interdepartmental staff including campus and UCDHS personnel, multi-disciplinary physicians, Primary Care Network, students, postgraduate residents and fellows, national and international professional organizations, and community, in the role of liaison to faculty. Skills required include an executive level of independent accountability for a wide range of administrative and analytical duties such as coordination, problem solving, judgment, record-keeping, and written and verbal communication, which are critical to the success of the department, faculty and services. The position also includes specialty service accountability for billing and collection for outside consultation and medical-legal activity. Apply By Date November 13, 2026 at 11:59PM; Interviews and recruiting process may occur at any time. Minimum Qualifications - For full consideration, applicants are encouraged to upload license and/or certification if required of the position

• High School graduation, GED equivalent and/or equivalent experience/training and/or demonstrated skills to successfully perform the assigned duties and responsibilities.
• Experience managing complex calendars, coordinating meetings, and supporting executive-level scheduling needs.
• Demonstrated experience with invoicing, estimates, and payment processing with a high level of accuracy.
• Experience in working academic office setting.
• Ability to listen to complex instructions and analyze need, determine action, execute and follow up with a high degree of independence.
• Ability to read to comprehend/interpret written material i.e. correspondence, instructions, policies, and procedures.
• Ability to take initiative to analyze need, problem-solve, determine appropriate course of action, and implement follow up procedures in a competent manner, within scope of authority.
• Ability to independently administer/coordinate complex academic/patient care activities.
• Ability to analyze individual assigned faculty members’ activities in relationship to the overall goals.
• Ability to analyze schedule impact on global operations.
• Ability to maintain a calendar of events in a logical, easy-to-read manner with a high degree of accuracy.
• Ability to communicate in a proactive, positive, effective, courteous, cooperative and diplomatic manner, using excellent interpersonal skills, either verbally or in writing, to professional members of the department, academic, medical, or general communities.
• Ability to effectively use computerized communication/information systems i.e. Phone, Teams, E-mail.
• Exhibit a high degree of accuracy and attention to details.
• Skilled at working in a high-pressure environment with demanding personnel.
• Ability to be flexible and adapt to change.
• Ability to quickly learn new systems, processes and procedures.
• Skilled prioritizing work to effectively manage and meet multiple/conflicting deadlines.
• Ability to analyze materials and determine relevance (sort).Ability to function as professional and courteous team-player.
• High level of organizational skills to maintain complex files in such a manner to ensure ready access of information.
• Ability to independently identify and appropriately utilize available resources within scope of authority to complete tasks and duties.
• Ability to compose accurate and succinct correspondence when requested.
• Ability proofread and edit material for accuracy using excellent grammatical skills.
• Ability to answer/triage telephone calls in a courteous and efficient manner.
• Knowledge or ability to learn basic of medical terminology.
• Knowledge of University Policies and Procedures and ability to implement into office practices, as appropriate to meet goals.
• Knowledge or ability to learn Aggie Enterprise/Aggie Expense transaction processing, ensuring a high degree of accuracy with data entry.
• Knowledge and ability to use basic mathematics in accounting responsibilities.
• Exhibit a high degree of organization of workspace and electronic files.
• Working knowledge of Microsoft Excel (linking files, basic formulas, filtering, formatting), Word (formatting, template utilization) and PowerPoint (effective creation/communication, transition, template utilization).
• Exhibit a high degree of responsibility and work ethic with the skills to conduct assigned duties in a proactive, efficient, professional, and collaborative manner, with a large degree of independence.

Preferred Qualifications

• Bachelor's Degree in related area.
• Experience supporting clinical providers.
• Experience with AggieExpense, PrePurchasing, and Aggie Enterprise.
• At least one (1) year of experience providing administrative, records-management, document-control, regulatory, or operational support in an environment requiring accurate recordkeeping, management of multiple deadlines, and handling of confidential or sensitive information.
• Knowledge of University Policies and Procedures and ability to implement into office practices, as appropriate to meet goals.

Key Responsibilities

• 40% - Administrative Support
• 40% - Academic Support
• 10% - Accounting
• 5% - Research Program Support
• 5% - Medical Staff and Credentialing Support

Department Overview This position is with the UC Davis Health School of Medicine Department of Orthopaedic Surgery, an academic/clinical department, encompassing several sub-specialties, working to achieve excellence in patient care, teaching, research and public service. The Department's strategy is built on four pillars: Impactful Advocacy; In-demand, World-Class Education; Innovation through Leading-Edge Research; and World­ Class Quality, Value-Driven Clinical Care.

POSITION INFORMATION

• Salary or Pay Range: $30.87 - $44.25
• 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): Mon-Fri (7:30AM - 4PM)
• Location: Ellison Ambulatory Care Center (HSP098)– Sacramento, CA
• 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 by visiting UCnet Benefits Page or Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees.

• High quality and low-cost medical plans to choose from to fit your family's needs
• UC pays for dental and vision coverage for you and your family
• Retirement plans for eligible employees including Pension and other Retirement Saving Plans
• Supplemental insurance offered including additional life, short/long term disability, pet insurance, legal coverage, accident, critical illness and hospital indemnity
• Pregnancy and Parental Leave, Family & Medical Leave, Adoption Assistance and Pay for Family Care and Bonding for eligible employees
• Lactation Support Program and Family Care discounts and resources
• Employee Well-being resources and programming to support thriving in all aspects of employee’s lives
• On-site Employee Assistance Program including access to free mental health services
• Generous amount of paid Holidays annually as outlined in the UC Policies or Collective Bargaining Agreements
• Paid Time Off/Vacation/Sick Time as outlined in the UC Policies or Collective Bargaining Agreements
• Continuing Education (CE) allowance and Staff Education Reimbursement Program for eligible employees
• Access to free professional development courses and learning opportunities for personal and professional growth
• Public Service Loan Forgiveness (PSLF) Qualified Employer and Student Loan Debt Counseling Program for eligible employees

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 flexible to cover other department areas as needed.
• Work well with co-workers, patients, and physicians in a professional manner.
• Expected to interpret and comply with the UCDHS and Department P&P Manual.
• Respect privacy and confidentiality of others.
• Must be able to work under stressful conditions.

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