Executive Assistant - SOM: Pathology & Lab Medicine

Under the direct supervision of the Chair, the incumbent provides high-level administrative support as a member of the School of Medicine: Pathology and Laboratory Medicine (SOM: Pathology) Executive Support Team. Specifically, the incumbent serves as the Executive Assistant to the Department Chair and the Chief Administrative Officer (CAO). The incumbent is expected to utilize initiative, judgment, and discretion in researching, analyzing and compiling necessary background information to assist the Chair and CAO in responding to a wide variety of complex issues; researches issues and initiates an array of correspondence on behalf of the Chair and/or CAO; independently assumes responsibility for issues that do not require the Chair or CAO involvement; applying problem-solving techniques to resolve various situations, and provides referrals to appropriate offices and authorities; must be familiar with UC policies and procedures to review all forms which require approval of the Chair or CAO. As principal support to the Chair and CAO, the incumbent responds through verbal and/or written communication to a wide variety of inquiries through interactions with faculty, staff, trainees, students, the public and the highest levels of Health System, Campus and University administration, including the Office of the President and the Chancellor's Office; manages complex electronic calendars of the Chair, independently committing the Chair to action, determining priorities of meetings and resolving scheduling conflicts; provides support for meetings and travel.

Apply By Date: 3/22/2026 at 11:59PM.

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

• Bachelor's degree and/or 2-4 years of high-level experience as an executive assistant.
• High-level executive assistant role.
• Proven strong political acumen and ability to successfully operate within a diverse, complex organization.
• Proven ability to apply high ethical standards to business practices and decision making and procedures are thoroughly communicated to provide context to leadership in the decision-making process.
• Demonstrated ability to work with senior officials and executives and ability to think strategically and serve as a sounding board.
• Demonstrated ability to work as a member of a team.
• Analytical skills to anticipate/identify problems, to research and interpret data, to present analysis, and to develop solutions for resolution and implementation.
• Experience establishing goals and workload priorities and organizing and coordinating multiple complex projects with competing deadlines.
• Strong writing skills and experience writing, editing, and proofreading documents to respond on behalf of senior level executives quickly and accurately using proper grammar, style and format, often in the voice of the executive.
• Experience supporting senior managers in an executive-level office within an academic or similar environment.
• Excellent attention-to-detail and organizational skills in all areas of work.
• Proven ability to handle highly sensitive and confidential issues that require independent judgment and discretion, maintaining strict confidentiality of sensitive, confidential and/or privileged information.
• Experience using interpersonal, customer service and communication skills to interact and communicate in-person, over the phone, through electronic e-mail, etc.
• Experience scheduling, coordinating and managing multiple and complex electronic calendars, meetings, projects and events with skill to reason and discern priorities when determining executive action.
• Experience using Microsoft Office suite, including calendaring using Outlook and computer skills to apply various programs (word processing, spreadsheets, databases, presentation software, etc.) to accomplish daily work and perform website maintenance.
• Professional skills to handle sensitive or difficult situations diplomatically, and to work with constituents from diverse backgrounds and perspectives

Preferred Qualifications

• 4+ years high-level executive assistant experience.
• Knowledge of campus-wide offices, services and contacts, and campus policies and procedures to interpret inquiries and requests to formulate appropriate action or response.
• Experience providing support to advisory councils and special committees.
• Experience supporting senior managers in an executive-level office within an academic or similar environment.
• Experience with UCD automated systems
• Thorough understanding of the mission of UC Davis Health and the sensitive nature of a department Chair in the School of Medicine.
• Working knowledge of the operation and long-range goals and policies of UC Davis and UC Davis Health.
• Experience exercising political acumen and sensitivity to different perspectives and political circumstances throughout all levels of the campus as well as the Office of the President and external high-level constituencies.

Key Responsibilities

• 70% - Executive Support to Chair and CAO
• 30% - Logistical Administration

Department Overview

The Department of Pathology and Laboratory Medicine is a large, diverse, multi-site department whose mission is to be scientific leaders who promote excellence through clinical diagnostics, next generation innovation, collaborative discovery and world class education in service to all communities. UC Davis is leading the way in diagnosing, treating, and ultimately preventing disease. Pathology brings these tools together with education and patient care to transform the field. This position sets the highest standards for professionalism and administrative competency as the department continues a period of growth and restructuring.

The department has over $12 million in external research funding which supports multi-disciplinary research in neuroscience, cancer, computational pathology, and healthcare delivery science, and leads the Center for Diagnostic Innovation. Education is provided at many levels, including highly ranked required courses and electives for medical students, 16-person residency program, 7 fellowships, and participation in graduate programs. Departmental academic operations are conducted within central administrative offices in various locations at the Medical Center in Sacramento and in research space on both the Sacramento and Davis campuses.

POSITION INFORMATION

• Salary or Pay Range: $2,843.37 - $4,309.63
• Salary Frequency: Biweekly
• Salary Grade: 155
• UC Job Title: EXEC AST 3 CX
• UC Job Code: 004702
• Number of Positions:
• Appointment Type: Staff: Career
• Percentage of Time: 100
• Shift (Work Schedule): 8:00 to 16:30
• Location: Histology Building (PATH-V ST) (HSP015)
• 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 - Frequent 3 to 6 Hours
• Walking - Frequent 3 to 6 Hours
• Sitting - Continuous 6 to 8+ Hours
• Lifting/Carrying 0-25 Lbs - Occasional Up to 3 Hours
• Lifting/Carrying 26-50 lbs - Occasional Up to 3 Hours
• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
• Pushing/Pulling 26-50 lbs - Occasional Up to 3 Hours
• Bending/Stooping - Frequent 3 to 6 Hours
• Squatting/Kneeling - Frequent 3 to 6 Hours
• Twisting - Frequent 3 to 6 Hours
• Climbing (e.g., stairs or ladders) - Occasional Up to 3 Hours
• Reaching overhead - Frequent 3 to 6 Hours
• Keyboard use/repetitive motion - Continuous 6 to 8+ Hours

Mental Demands

• Sustained attention and concentration - Continuous 6 to 8+ Hours
• Complex problem solving/reasoning - Frequent 3 to 6 Hours
• Ability to organize & prioritize - Frequent 3 to 6 Hours
• Communication skills - Frequent 3 to 6 Hours
• Numerical skills - Frequent 3 to 6 Hours
• Constant Interaction - Continuous 6 to 8+ Hours
• Customer/Patient Contact - Continuous 6 to 8+ Hours
• Multiple Concurrent Tasks - Continuous 6 to 8+ 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