Division Scheduler

The Division of Cardiovascular Medicine is one of the largest divisions in the Department of Internal Medicine. The division is comprised of more than 60 faculty, fellows, staff physicians, and volunteer providers with services ranging from specialty outpatient clinics to inpatient ICU services. The work of the academic office is an integral part of the division's success.

Under minimal supervision, the incumbent will serve as the Division of Cardiovascular Medicine Scheduler for all sub-specialties and their fellowships. The incumbent will provide additional administrative assistance to the Division Manager, Division Chief, and other faculty and staff in the division as assigned.

The incumbent will utilize independent judgment to prioritize tasks and respond to the needs of the faculty and staff in a timely manner. The incumbent will evaluate situations, make decisions, adjust priorities, and respond with flexibility to requests for assistance in problem solving. The incumbent will have the ability to interpret University and Health System policies and procedures and exercise independent judgment and diplomacy in handling sensitive and confidential issues.

As this position represents multiple sub-specialties in the division, the incumbent should have many years of experience using strong interpersonal, verbal and written skills in order to deal effectively and patiently with people from diverse backgrounds and cultures. The work of this position is completed in a complex, politically charged, and rapidly changing environment.

Apply By Date 11/14/2024 by 11:59pm

Minimum Qualifications

For full consideration, applicants are encouraged to upload license, certification and/or educational degree if required of the position.

• High School Diploma or equivalent
• Experience working with Microsoft Excel, Microsoft Word, Microsoft Outlook, and basic PC hardware.
• Experience working in an executive-level office environment.
• Knowledge of or ability to learn software programs (Ecotime, Lightning Bolt or a commercial scheduling program)
• Ability to manage complex calendars.
• Ability to problem solve in a manner consistent with institutional and departmental goals and objectives.
• Excellent organizational and time management skills with the ability to prioritize assignments and meet deadlines, despite frequent interruptions and while maintaining composure under a heavy workload with conflicting priorities.
• Ability to work independently with minimal supervision and direction as well as part of a team.
• Demonstrated customer service skills and experience working with a culturally diverse workforce.
• Strong interpersonal skills to efficiently and effectively communicate (both orally and in writing) with all levels of academic, administrative, clinical, and staff personnel within the school, campus, medical center, and the general public.

Preferred Qualifications

• Bachelor's degree in related area and / or equivalent experience / training preferred
• Previous experience with scheduling related software such as Ecotime, Lightning Bolt, and a commercial scheduling program.
• Experience working independently, prioritizing assignments, and meeting competing deadlines.
• Advanced knowledge of Microsoft Excel, Microsoft Word, Microsoft Outlook, and basic PC hardware.
• Advanced knowledge of Ecotime and Lightning Bolt.
• Ability to manage complex calendars.
• Knowledge of UC Davis and UCDH structures, policies and procedures.

Key Responsibilities

• 90% - DIVISION SCHEDULER
• 10% - DIVISIONAL SUPPORT

Department Overview

The mission of the UC Davis Department of Internal Medicine is simple: excellence in care, research and education. This commitment is precisely what you would expect from the largest clinical team at UC Davis Health System, an academic health-care powerhouse known for seamlessly blending high-quality medical treatment with cutting-edge
investigations and superior physician training. The goal of the Division of Cardiovascular Medicine is to provide the organizational framework that enables UC Davis to fulfill core teaching, research, patient care, and public service missions.

POSITION INFORMATION

• Salary or Pay Range: $29.16 - $48398
• Salary Frequency: Hourly
• Salary Grade: 135
• UC Job Title: ADMIN OFCR 2 CX
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100
• Shift Hours: 8am-5pm
• Location: Ellison Ambulatory Care Center (HSP098)
• Union Representation: Yes, CX-Clerical/Admin
• Benefits Eligible: Yes
• Hybrid/Remote/Onsite: This position is 100% on-site
• This is not a 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
* UC Davis cares about building a community, which is why we provide resources to enhance diversity, equity and inclusion as well as Employee Resource Groups (ERGs) to support our staff

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

• Work occasional overtime, including evenings and weekends, to meet required deadlines.

Special Requirements

• This is a critical position, as defined by UC policy and local procedures, and as such, employment is contingent upon successful completion of background check(s), including but not limited to criminal record history background check(s)

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