Administrative Supervisor 1

The Division of Cardiovascular Medicine is one of 13 divisions in the Department of Internal Medicine. The Division is comprised of 41-clinical/research faculty, 17 non-faculty academics, 7 contract MSP physicians, 20 clinical fellows, 16 volunteers and/or emeritus faculty, 7 administrative office staff, 3 NPs, 3 CRC, and 3 research personnel. This position has administrative responsibility for the day-to-day activities of the academic offices, and research units and oversight of clinical activity in multiple inpatient and outpatient locations. This position serves as backup to the Division Administrator, in their absence, and is a member of the Division's administrative leadership team, and as such, is expected to participate in strategic planning, public relations, and other projects undertaken to grow the Division.

Apply By Date 3/16/2025 by 11:59pm

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 and / or equivalent experience / training
• Minimum of two (2) years of progressive administrative experience, including calendaring, meeting coordination, and events planning.
• Experience in human resources and/or faculty recruitment, including search preparation and support, interview scheduling, hiring processes, and onboarding.
• Supervisory experience, or completion of the supervisory certificate.
• Minimum of one (1) year of in-depth experience using Lightning Bolt, both as a user and as an administrator.
• Minimum of one (1) year experience using MyInfoVault or a similar system for academic appointments and other actions.
• Ability to apply knowledge of human resource principles and practices and to interpret, understand, and apply University human resource policies and procedures, including but not limited to UCD P&P Manual, Academic Personnel Manual, Personnel Policy for Staff Members, collective bargaining contracts, Worker's Compensation, Family Medical Leave Act, University policies relevant to sexual harassment, discrimination in employment, and similar.
• Demonstrated exceptional customer service and interpersonal skills: ability to communicate effectively with various constituencies, including individuals for whom English is a second language.
• Oral communication skills to make presentations, conduct meetings, and interact effectively with persons at all organization levels—the ability to work under demanding circumstances and always maintain composure.
• Excellent organizational skills: ability to independently prioritize and coordinate multiple work assignments in the most efficient manner, under the pressure of deadlines and frequent interruptions, and meet conflicting deadlines.
• Ability to maintain confidentiality, exercise discretion, and use independent and mature judgment relating to personnel and payroll records and sensitive personnel issues.
• Ability to direct the activities of others, access workload trends, develop staffing patterns, assign tasks, train staff, maintain a constructive work environment, resolve conflicts and problems, handle disciplinary actions, and write performance appraisals.
• Encourage professional development for staff to enhance performance and career goals.
• Ability to anticipate problems/ roadblocks and associated consequences and take appropriate initiative on behalf of the division manager, supervisor, and faculty.
• Knowledge of the cardiology clinical service schedules and ability to adapt to constant changes in the clinical schedule.
• Knowledge and experience in preparing academic and staff appointments, personnel paperwork, medical staff, and billing application, professional activity reports, merits, promotions via MyInfoVault, statistical reports, and maintaining faculty curriculum vitae.

Preferred Qualifications

• In an Administrative Role
• Academic Personnel Experience
• Cardiovascular Experience
• UC Experience
• Experience using Aphid, Recruit, and Job Builder.
• Previous experience working with physicians in a healthcare setting. Experience using online/other project management tools and apps to track tasks and create project plans and reports.
• Knowledge of the Health System and UC Davis Policies and Procedures.

Key Responsibilities

• 25% - Staff Supervision and Administration
• 25% - Human Resources and Academic Personnel Administration
• 20% - Division Administration
• 20% - Administrative Support to the Division Chief
• 10% - Clinical Studies and Leave Administration

Department Overview

Internal Medicine is one of 13 divisions in Internal Medicine.

Department Specific Job Scope

Involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management activities include long and short-range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff.

POSITION INFORMATION

• Salary or Pay Range: $2,593.87 - $4,616.86
• Salary Frequency: Bi-weekly
• Annual Salary: 67,700- $120,500
• Salary Grade: Grade 21
• UC Job Title: ADMIN SUPV 1
• UC Job Code: 007374
• Appointment Type: Staff: Career
• Percentage of Time: 100%
• Shift (Work Schedule): 8am -5pm
• Location: Ellison Ambulatory Care Center (HSP098)
• Union Representation: No, 99 - Non-Represented (PPSM)
• Benefits Eligible: Yes
• This position is hybrid (mix of on-site and remote work)
• This is not a H-1B Visa opportunity

Benefits

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: 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.

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

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