Administrative Assistant 3

Under supervision of the Administrative Supervisor and in direct partnership with the Associate Director of Professional Billing the incumbent provides high-level administrative support to the Associate Director of Professional Billing/Administrative Supervisor and, at times to other executive leaders such as Revenue Services Executive Director/Patient Financial Services Directors and Managers as assigned. This includes, Patient Accounting, Admitting, ER Administration, Customer Service, Cash Management, Primary Care Network and Health Information Management, as well as their admins. The incumbent is expected to utilize initiative, judgment and discretion in researching, analyzing and compiling necessary background information to assist executive leadership and support staff in responding to a wide variety of issues; research and initiate an array of correspondence on behalf of executive leadership; independently assume responsibility for issues that do not require the involvement of executive leadership; apply problem solving techniques to resolve various situations; and provide referrals to appropriate offices and authorities.

The position requires technical proficiency in multiple software, office hardware and computer systems. As principal calendar, project and communication support to the Associate Director of Professional Billing/Managers/Administrative Supervisor, the incumbent responds through verbal and/or written communication to a wide variety of inquiries from faculty, staff, the public and the highest levels of the UC system (e.g., Campus and University administration, Chancellor's Office, and the Offices of the President and the Regents). The position researches requests for meetings and helps to track an array of correspondence; manages complex calendars to determine priorities of meetings and resolve scheduling conflicts; and handles all aspects of travel arrangement and reimbursement. Incumbent partners with counterparts throughout UC Davis and UC Davis Health to fulfill daily operations, as needed. This position is co-located with the Administrative Supervisor for the Revenue Services Executive Director and serves as the primary backup to this Admin Supervisor. This position manages office supply and breakroom inventory, ordering and stocking. The position acts as liaison for all facility, technology & maintenance related requests for the Professional Billing suite.

Apply By Date

10/23/2024 at 11:59am

Minimum Qualifications

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

• Experience working in an executive-level office and providing high-level administrative support to executive leadership.Proven experience managing complex, executive-level electronic calendars.
• Experience working in an executive-level office and providing high-level administrative support to executive leadership.
• Proven experience managing complex, executive-level electronic calendars.
• Demonstrated political acumen and discretion in maintaining confidentiality.
• Demonstrated project management skills to balance competing deadlines and successfully support multiple meetings and projects. Demonstrated organizational and analytical skills to independently manage complex projects and events.
• Strong time management and multi-tasking skills. Strong analytical, research and problem-solving skills.
• Excellent typing, writing, editing and proofreading skills to produce correspondence and other written materials.
• High degree of proficiency using Outlook Calendar and Microsoft Office (e.g., Word, Excel, PowerPoint, Visio, etc.).
• Experience working in an executive-level office and providing high-level administrative support to executive leadership.

Preferred Qualifications

• Knowledge of UC Davis and UC Davis Health policies and procedures.
• Knowledge of UC Davis and UC Davis Health specific programs (AggieExpense, Aggie Service, AggieEnterprise, IT Service Now, Conference Services, Kuali Financial Systems, Lawson, BEATS, UC Path, EPSi, etc.).
• Experience working at an academic medical institution or higher education environment.
• Experience coordinating conferences/meetings and special events.
• Experience working in a confidential environment with demonstrated understanding of HIPAA standards.

Key Responsibilities

• 65% - ADMINISTRATIVE
• 35% - ANALYTICAL/PROJECT/COMMITTEE SUPPORT
  

Department Overview

The Administrative Assistant 3 provides high-level administrative support to the Associate Director of Professional Billing/Administrative Supervisor and, at times to other executive leaders such as Revenue Services Executive Director/Patient Financial Services Directors and Managers as assigned. This includes Patient Accounting, Admitting, ER Administration, Customer Service, Cash Management, Primary Care Network and Health Information Management, as well as their administrative assistants. The Administrative Assistant utilizes initiative, judgement, and discretion in researching, analyzing and compiling
necessary background information to assist executive leadership and support staff in responding to a wide variety of issues, and researches and initiates an array of correspondence on behalf of executive leadership. Independently assume responsibility for issues that do not require the involvement of executive leadership. Applies problem
solving techniques to resolve various situations. and provide referrals to appropriate offices and authorities. As principal calendar, project and communication support to the Associate Director of Professional Billing/Managers/Administrative Supervisor, the Assistant responds through verbal and/or written communication to a wide variety of
inquiries from faculty, staff, the public and the highest levels of the UC system such as Campus and University administration, Chancellor's Office, and the Offices of the President and the Regents). The Assistant researches requests for meetings and helps to track an array of correspondence, manages complex calendars to determine priorities of meetings and resolve scheduling conflicts, and handles all aspects of travel arrangement and reimbursement. Partners with counterparts throughout UC Davis and UC Davis Health to fulfill daily operations, as needed. This position is co-located with the Administrative Supervisor for the Revenue Services Executive Director and serves as the primary backup to this Admin Supervisor. Manages office supply and breakroom inventory, ordering and stocking. Acts as liaison for all facility, technology and maintenance related requests for the Professional Billing suite.

POSITION INFORMATION

• Salary or Pay Range: $28.49 - $40.83
• Salary Frequency: Hourly
• Salary Grade: 108
• UC Job Title: BLANK AST 3
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100
• Shift Hours: M-F, 8 hour
• Location: UCDHAS Building (HSP165)
• Union Representation: CX-Clerical/Admin
• Benefits Eligible: Yes
• Hybrid/Remote/Onsite: This position is hybrid (mix of on-site and remote work)
• THIS IS NOT AN H1- B 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

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