Administrative Assistant

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: September 18, 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: $25.45-$36.05
• 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

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.

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.

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 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

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