ADMIN OFCR 2

UC Davis Health; Sacramento (CA); Hybrid; USD 44,000 - 73,000; Full time

Benefits offered by this job

Health plans

Dental and vision coverage

Retirement plans

CE allowance and staff education

Job summary

UC Davis Health is seeking an experienced Administrative Officer II to support the CFO and occasionally other executive leaders. The role requires managing complex calendars, coordinating travel, and researching background information for various inquiries.

You will interact with faculty, staff, and senior UC leadership, exercising discretion and strong analytical abilities. Applicants should have a bachelor's degree or equivalent experience, plus 5+ years in c-suite executive support, with

Qualifications

• Bachelor's degree in related area or combination of equivalent experience or training.
• Experience working in an executive-level office and providing high-level administrative support to executive leadership.
• Proven experience managing complex, executive-level electronic calendars.
• Minimum of 5 years experience working in c-suite level executive support.
• Demonstrated political acumen and discretion in maintaining confidentiality.
• Excellent written and verbal communication skills and diplomacy to handle sensitive and/or difficult situations.
• Demonstrated project management skills to balance competing deadlines and successfully support multiple meetings and projects.
• Demonstrated organizational and analytical skills to independently manage complex projects and events.
• Strong time management and multi-tasking skills.
• Strong analytical, research and problem-solving skills.
• Excellent typing, writing, editing and proofreading skills to produce correspondence and other written materials.
• High degree of proficiency using Outlook Calendar and Microsoft Office (e.g., Word, Excel, PowerPoint, Visio, etc.).

Responsibilities

• Provide high-level administrative support to CFO and other executive leaders.
• Manage complex calendars and coordinate meetings, travel and reimbursements.
• Research background information and draft correspondence for executive leadership.
• Balance multiple projects and deadlines with discretion and professionalism.

Skills

Executive support

Calendar management

Outlook Calendar

Microsoft Office

Communication

Project management

Research and analysis

Education

Bachelor's degree or equivalent experience

Tools

Visio

Excel

PowerPoint

Word

Job description

Job Summary

#CA-KN

Under supervision of the Executive Assistant and in direct partnership with the Chief Financial Officer (CFO) the incumbent provides high-level administrative support to the CFO and, at times, to other executive leaders such as the Vice Chancellor (VC), the Chief Clinical Officer as well as their admin officers. The incumbent is expected to utilize initiative, judgment and discretion in researching, analyzing and compiling necessary background information to assist executive leadership and support staff in responding to a wide variety of issues; research and initiate an array of correspondence on behalf of executive leadership; independently assume responsibility for issues that do not require the involvement of executive leadership; apply problem solving techniques to resolve various situations; and provide referrals to appropriate offices and authorities. The position requires technical proficiency in multiple software, office hardware and computer systems. As principal calendar, project and communication support to the CFO, the incumbent responds through verbal and/or written communication to a wide variety of inquiries from faculty, staff, the public and the highest levels of the UC system (e.g., Campus and University administration, Chancellor’s Office, and the Offices of the President and the Regents). The position researches requests for meetings and helps to track an array of correspondence; manages complex calendars to determine priorities of meetings and resolve scheduling conflicts; and handles all aspects of travel arrangement and reimbursement. Incumbent partners with counterparts throughout UC Davis and UC Davis Health to fulfill daily operations, as needed.

Minimum Qualifications

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

• Bachelor's degree in related area or combination of equivalent experience or training.
• Experience working in an executive-level office and providing high-level administrative support to executive leadership.
• Proven experience managing complex, executive-level electronic calendars.
• Minimum of 5 years experience working in c-suite level executive support.
• Demonstrated political acumen and discretion in maintaining confidentiality.
• Excellent written and verbal communication skills and diplomacy to handle sensitive and/or difficult situations.
• Demonstrated project management skills to balance competing deadlines and successfully support multiple meetings and projects.
• Demonstrated organizational and analytical skills to independently manage complex projects and events.
• Strong time management and multi-tasking skills.
• Strong analytical, research and problem-solving skills.
• Excellent typing, writing, editing and proofreading skills to produce correspondence and other written materials.
• High degree of proficiency using Outlook Calendar and Microsoft Office (e.g., Word, Excel, PowerPoint, Visio, etc.).

Preferred Qualifications

• Experience working at an academic medical institution or higher education environment.
• Experience coordinating conferences/meetings and special events.
• Experience working in a confidential environment with demonstrated understanding of HIPAA standards.
• Knowledge of UC Davis and UC Davis Health policies and procedures.
• Knowledge of UC Davis and UC Davis Health specific programs (AggieTravel, Aggie Service, IT Service Now, Conference Services, Aggie Enterprise, Lawson, BEATS, UC Path, JobBuilder, etc.).

Key Responsibilities

• 65% - ADMINISTRATIVE
• 35% - ANALYTICAL/PROJECT/COMMITTEE SUPPORT

Department Overview

Financial Services Administration oversees UC Davis Health's academic, research and clinical programs, including the School of Medicine, the Betty Irene Moore School of Nursing, the 1,000-member physician practice group, and UC Davis Medical Center.

POSITION INFORMATION

• Salary or Pay Range: $31.59 - $53.07
• Salary Frequency: Hourly
• Salary Grade: 135
• UC Job Title: ADMIN OFCR 2 CX
• UC Job Code: 004263
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100%
• Shift (Work Schedule): 8 hours
• Location: North Addition Office Building (HSP002)
• 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.g., e-cigarettes) will be strictly prohibited on any UC Davis owned or leased property, indoors and outdoors, including parking lots and residential space. Occasional need to work overtime and/or alternate shifts, weekends, variable hours, on-call, etc.

Special Requirements

• 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.

The University of California, Davis is an Equal 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.

To view the University of California’s Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

To learn more about our background check program, please visit: https://hr.ucdavis.edu/departments/recruitment/ucd/selection/background-checks