Administrative Officer 3 CX

#CA-DK

Under supervision of the Chief Administrative Officer (CAO), the Administrative Officer provides advanced operational, analytical, and faculty-facing administrative coordination and leadership for assigned clinical sections in the Department of Neurology and executive analysis and program support to assigned Vice Chairs. The incumbent leads Section operational workflows, analyzes faculty clinical and academic activity data, manages key administrative systems and processes, and ensures alignment between Section operations and departmental strategic goals. This position partners closely with Vice Chairs, Section Chiefs, clinical faculty, and cross-functional administrative teams (HR, Research Administration, Education, Finance) to coordinate Section and Vice Chair activities and resolve complex operational issues.

The Administrative Officer is expected to exercise a high degree of independence and professional judgment in executing operational processes, interpreting policy, developing solutions, and ensuring reliable information flow. The role includes limited executive support for Vice Chairs and faculty, with a primary focus is on professional-level operational coordination, data-informed process management, and implementation of department-wide academic and clinical administrative systems.

Apply By January 19, 2025 at 11:59 pm

Minimum Qualifications

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

• Bachelor's degree in a related field (e.g., business administration, public administration, health administration, or related discipline) or equivalent combination of education and experience.
• Experience performing professional-level administrative, operational, or analytical duties in a complex organization, preferably within a university, medical school, or healthcare environment.
• Experience interpreting, applying, and communicating administrative policies, procedures, and guidelines with a high degree of accuracy.
• Experience coordinating complex operational workflows, managing multiple concurrent deadlines, and independently resolving problems in a fast-paced environment.
• Demonstrated analytical skills, including the ability to collect, organize, and synthesize data; generate reports; identify trends; and make recommendations to leadership.
• Strong organizational and project-management skills, with the ability to manage competing priorities, track ongoing commitments, and complete work with minimal supervision.
• Excellent written and verbal communication skills, including the ability to prepare professional correspondence, meeting materials, summaries, and operational documentation for diverse audiences.
• Demonstrated ability to maintaining confidentiality, exercising discretion, and managing sensitive or privileged information.
• Demonstrated customer service and interpersonal skills, with the ability to interact effectively with faculty, staff, senior leaders, and cross-functional administrative partners.
• Proficiency with standard business software, including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), and the ability to learn new systems, databases, and administrative tools (e.g., Lightning Bolt, Epic, ServiceNow, SharePoint).

Preferred Qualifications

• Experience working in an academic department within a School of Medicine, academic medical center, or university health system.
• Knowledge of faculty academic and clinical administrative processes, including credentialing, reappointments, workload/effort tracking, faculty development, or academic personnel procedures.
• Experience with wRVU or faculty productivity metrics, clinical reporting, or operational dashboards.
• Experience coordinating academic events, faculty development activities, Section meetings, or operational workgroups.
• Knowledge of faculty academic and clinical administrative processes, including credentialing, reappointments, workload/effort tracking, faculty development, or academic personnel procedures.
• Knowledge of UC Davis and UC Davis Health policies, systems, and administrative procedures.

Key Responsibilities

• 60% - Section Operations Management
• 30% - Executive Support to Vice Chairs
• 10% - Special Projects, Analysis, and Team Participation

Department Overview

The Department of Neurology is a large, complex academic unit within the UC Davis School of Medicine and UC Davis Health. The department is led by a chair with subordinate Vice Chairs (6) and faculty are organized into Sections (8) aligned with major academic, research, and clinical domains. Efficient, consistent operations are essential to supporting faculty performance, academic productivity, research engagement, and clinical alignment.

Department Specific Job Scope

The Administrative Officer serves as the primary operational lead for assigned clinical sections, coordinating faculty-facing administrative workflows, leading annual assignment and salary-setting cycles, managing clinical scheduling alignment (Lightning Bolt & Epic), generating and analyzing operational and productivity reports, and ensuring compliance across several domains. The position interfaces with-but does not manage-clinic and/or hospital operations, it ensures that faculty, Vice Chairs, Section Chiefs and departmental leadership receive accurate data, reliable administrative execution, and coordinated support across academic and clinical domains.

POSITION INFORMATION

• Salary or Pay Range: $2,873.60 - $5,195.20
• Salary Frequency: Biweekly
• Salary Grade: 161
• UC Job Title: ADMIN OFCR 3 CX
• UC Job Code: 004800
• Number of Positions: 2
• Appointment Type: Staff: Career
• Percentage of Time: 100%
• Shift (Work Schedule): 2-4 days a week required on site work, by agreement and as needed
• Location: Ellison Ambulatory Care Center (HSP098)
• Union Representation: CX-Clerical/Admin
• Benefits Eligible: Yes
• This position is hybrid (mix of on-site and remote work)

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 - Frequent 3 to 6 Hours
• Ability to organize & prioritize - Continuous 6 to 8+ Hours
• Communication skills - Continuous 6 to 8+ Hours
• Numerical skills - Frequent 3 to 6 Hours
• Constant Interaction - Frequent 3 to 6 Hours
• Customer/Patient Contact - Occasional Up to 3 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.

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