Blank Assistant 3

University of California- Davis Health; Sacramento (CA); On-site; USD 43,000 - 61,000; Full time

Job summary

University of California, Davis Health is seeking an experienced administrative professional to support designated faculty in Neurology and Neurological Surgery. The role manages calendars, coordinates travel, and serves as a resource for faculty within a busy academic medical environment.

The position handles front-office operations, medical staff administration including credentialing and licensure tracking, and contributes to special projects to maintain office efficiency and service

Qualifications

• High school diploma/GED or equivalent experience.
• Prior experience with front office management.
• Prior administrative support experience.
• Experience with managing complex calendars, schedules, travel arrangements, coordinating logistics, and multiple projects simultaneously.
• Organizational and analytical skills to handle complex projects with competing deadlines.

Responsibilities

• Provide 60% administrative support for designated faculty, manage calendars and coordinating logistics.
• Oversee front office management for two departments and support Medical Staff Administration including credentialing and licensure tracking.
• Contribute to special projects and events coordination as needed.

Skills

Front office management

Administrative support

Calendar management

Travel coordination

Microsoft Office

Communication skills

Medical staff administration

Credentialing

Education

Bachelor's degree

Tools

AggieExpense

Cloud CME

AggieShip

Lightning Bolt

Job description

Job ID: 89716

Location: Sacramento

Full/Part Time: Full Time

The incumbent will provide complex administrative support for designated faculty. They will be responsible for managing academic calendars, triaging information, composing correspondence, communicating call schedule changes and time away, coordinating travel, updating CV's, and serving as a resource person for designated faculty.

They will organize and manage the front office for both departments and provide overarching administrative and logistics coordination to maintain office efficiency. This position will be responsible for Medical Staff Administration including credentialing, billing, and tracking of licensures and certifications. This position requires the skills and ability to manage a level of responsibility and accountability necessary to perform tasks independently and with confidence.

The Departments of Neurology and Neurological Surgery also place high importance on willingness and ability to operate in a team environment with the shared goal of providing excellent service and expert guidance.

Minimum Qualifications

• High school diploma/GED or equivalent experience.
• Prior experience with front office management.
• Prior administrative support experience.
• Experience with managing complex calendars, schedules, travel arrangements, coordinating logistics, and multiple projects simultaneously.
• Organizational and analytical skills to assume general assignments and independently follow through to successful completion; to manage details of complex projects and events; to work on projects with competing deadlines and to establish goals and workload priorities; and competing demands with frequent interruptions.
• Receive complex instructions and analyze need, determine action, execute and follow up with a high degree of independence.
• Skills with medical staff administration, including credentialing, billing, proctoring, and adherence to UC protocols.
• Possess a high level of organizational skills to maintain complex files in such a manner to ensure ready access of information.
• 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.
• Analyze individual assigned faculty members' activities in relationship to the overall goals.
• Analyze schedule impact on global operations.
• 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 comprehend/interpret written material i.e. correspondence, instructions, policies, and procedures.
• Skills to maintain a calendar of events in a logical, easy-to-read manner with a high degree of accuracy.
• Skills to effectively use computerized communication/information systems i.e. LANs, WAN, E-mail.
• Possess a high degree of accuracy and attention to details.
• Skills to answer/triage telephone calls in a courteous and efficient manner.
• Skills with 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.
• Ability to work to effectively manage and meet multiple/conflicting deadlines.
• Skills and abilities to conduct themselves as a professional and courteous team-player.
• 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.
• Proofread and edit material for accuracy using excellent grammatical skills.
• Knowledge of basic of medical terminology.
• Ability to learn and interpret University Policies and Procedures and ability to implement into office practices, as appropriate to meet goals.
• 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.
• Previous experience working with physicians in a healthcare setting, including work related to credentialing and/or billing.
• Experience using AggieExpense, Cloud CME, AggieShip, Lightning Bolt.
• Knowledge of UCD/UCDH policies and procedures including but not limited to UCDH Medical Staff policies and procedures.

Key Responsibilities

• 60% - Administrative Support
• 20% - Front Office Management
• 15% - Medical Staff Administration
• 5% - Special Projects and Events Coordination

Department Overview

The Departments of Neurology and Neurological Surgery are clinical, research and academic departments within the UC Davis School of Medicine. This position is part of the central administrative team of both Departments.

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): Monday-Friday 8:00 AM - 5:00 PM
• Location: Ellison Ambulatory Care Center (HSP098) - SACRAMENTO, CA
• 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 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.

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

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