The incumbent provides administrative support to the Ambulatory Case Management (ACM) department manager and will be the primary administrative resource for the department. The incumbent is responsible for preparing department purchase orders, assisting with staff travel/reimbursements, assisting with the onboarding of new staff, and assisting with department meeting activities.
Apply By Date: February 13, 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
Recent experience providing administrative support in health care setting, including but not limited to, experience with meeting preparation, scheduling, meeting agendas/minutes, and event catering; experience handling multiple phone lines, greeting visitors; experience writing professional emails and correspondence to internal and external stakeholders; and experience with purchase ordering and processing travel expenses.
Recent experience working in a PC networked environment and experience working with Microsoft and Adobe products.
Ability to organize work effectively to achieve timely progress on multiple complex tasks simultaneously, to establish priorities and distribute effort appropriately among tasks, meet deadlines and maintain a high level of productivity.
Ability to identify the resources available to help solve problems, develop solutions and take action necessary to implement them.
Demonstrate good judgment on when to request assistance for complex problems.
Ability to represent the department and to communicate information in an effective and professional manner.
Tact and ability to work well with different levels of people, including faculty, staff, patients, and community members.
Ability to quickly adapt to changing program needs.
Demonstrate skill/knowledge to work in a PC networked environment. Demonstrate skill and ability to utilize Microsoft and Adobe products.
Ability to learn new software programs as needed.
Demonstrate writing, proofreading, editing and document formatting skills needed to draft emails, articles, meeting minutes, program notices and other forms of communication and reports.
Demonstrate professional skills to work in an open area with frequent interruptions and conversations, while maintaining consistent and accurate work output.
Ability to work in a medical and academic setting, maintaining a professional environment.
Mathematical skills to accurately add, subtract, multiply, divide, and calculate percentages.
Preferred Qualifications
2 years' experience as an Administrative Assistant or equivalent experience
Recent experience providing administrative support in health care setting.
Electronic Medical Record (EMR) and database experience.
Knowledge and skills with People Admin, Aggie Service, Teams, Electronic Medical Record (EMR).
Key Responsibilities
70% - Department Administrative Support
30% - Fiscal Responsibilities
Department Overview
UC Davis Ambulatory Case Management serves to improve the health of patients through empowerment, self-management support, education, case management, and resource provision. This program aims to develop an effective and cost-efficient system of delivering and managing quality, patient-centered care for patients with chronic illnesses or other conditions requiring education, support or coordination of care. ACM works with many departments and divisions throughout UC Davis Health.
POSITION INFORMATION
Salary or Pay Range: $24.66 - $34.93
Salary Frequency: Hourly
Salary Grade: 109
UC Job Title: BLANK AST 2
UC Job Code: 004723
Number of Positions:1
Appointment Type: Staff: Career
Percentage of Time: 100
Shift (Work Schedule): 0800-1630
Location: UCDHAS Building (HSP165)
Union Representation: CX-Clerical/Admin
Benefits Eligible: Yes
This position is 100% on-site
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
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.
Office environment. Must be able to work a flexible workday schedule and occasional overtime to assist with department programs or meet project deadlines. Will occasionally travel to clinics within the UCDH geographic region; these clinics are without convenient and efficient access to public transportation.
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.
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.
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
The University of California is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC nondiscrimination policy.
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About University of California Davis Health System
UC Davis is the home of the Aggies — go-getters, change makers and problem solvers who make their mark at one of the top public universities in the United States. Since we first opened in 1908, we’ve been known for standout academics, sustainability and Aggie Pride as well as valuing the Northern California lifestyle. These themes are woven into our 100-plus-year history and our reputation for solving problems related to food, health, the environment and society.Our 5,300-acre campus is in the city of Davis, a vibrant college town of about 68,000 located in Yolo County. The state capital is 20 minutes away, and world-class destinations such as the San Francisco Bay Area, Lake Tahoe and the Napa Valley are within a two-hour drive.