Executive Admin Assistant

This position provides analytical support and project management in Obstetrics and Gynecology to the Department Chair, Chief Administrative Officer, HR Manager and Operations Manager. Incumbent will utilize independent judgement to prioritize tasks by planning, organizing and evaluating situations; make decisions, adjust priorities, and respond with flexibility to requests. The incumbent will independently work on projects, annual reports and other key initiatives such as strategic planning, annual forums and other department events.

Apply By Date 6/28/2025 by 11:59 PM

Qualifications

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 equivalent experience/training
• 2 to 4 years' experience providing high level analytical executive support.
• Experience utilizing software programs and technical equipment, including Word, Excel, PowerPoint, Outlook, financial systems, and AV equipment. Ability to learn new applications.
• Experience planning events/meetings and scheduling logistics such as rooms, equipment and catering.
• Accurately oversee the calendar and commitments of department leadership and assigned Faculty, including the prioritization, coordination, and confirmation of meetings and preparation of supporting documents.
• Outstanding interpersonal skills required to interact regularly with Faculty, Chairs, Managers, University Administrative Officers on highly sensitive issues. Ability to identify and alert CAO/HR Manager to potential or on-going problems.
• Skill to exercise integrity and discretion in all matters and to protect confidential information as dictated by assignment or policy.
• Ensure the timely resolution and communication of scheduling conflicts.
• Independently plan, organize, and execute all aspects of events and meetings of various sizes.
• Demonstrate strong written, oral, and verbal communication ensuring complex problems are communicated clearly, accurately, and efficiently. Proficient in generating reports and processing data to support project goals.
• Experience using a range of organizational and time management skills to coordinate, advance, and prioritize a diverse workload and to meet deadlines in a multifaceted work environment with high attention to detail and communication.
• Able to function effectively as part of a team and independently.
• Exercise strong investigative skills to gather, clarify, and disseminate information regarding inquiries and requests.
• Strong analytical and problem-solving abilities to independently identify and define a problem, recommend alternative solutions, and follow through to ensure a resolution.
• Able to establish and maintain effective working relationships and communication with co-workers at all levels, including Executives and Providers.
• Demonstrate professionalism, act diplomatically, and exhibit courteous manners to all university personnel and the public while performing work duties.

Preferred Qualifications

• Knowledge of UC Davis Policies and Procedures.

Key Responsibilities

• 50% - EXECUTIVE ASSISTANT TO DEPARTMENT CHAIR, CAO, HR MANAGER and OPERATIONS MANAGER
• 20% - PROJECT MANAGEMENT
• 15% - EVENT/MEETING MANAGMENT
• 15% - ACADEMIC PERSONNEL ACTIVITIES

Department Overview

The Department of Obstetrics and Gynecology is a School of Medicine academic/clinical department of approximately 40 faculty members, 11 Volunteer Clinical Professors, 4 Staff Physicians, 9 Fellows, 30 Residents and approximately 76 staff members.

POSITION INFORMATION

• Salary or Pay Range: $29.16-$48.97
• 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): M-F 8A to 5P
• Location: Ellison Ambulatory Care Center (HSP098)
• 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 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
• Pushing/Pulling 26-50 lbs - Never 0 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.

Must possess valid California state driver's license. This position will pick up deliver items to various locations for faculty meetings and other important events which may require vehicle.Must be able to work a flexible work schedule and occasional overtime. Must be able to work under pressure with rapidly changing priorities. Must have the ability to communicate professionally in person, by email and by telephone with a variety of individuals. Be able to work in an area where there is constant traffic and possess sufficient stamina to maintain departmental attendance. Must be able to lift items weighing as much as 20 pounds.

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 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 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