Chair and CAO Executive Assistant

This position is responsible for serving as the primary assistant support for the chair of the Department of Radiology and serves as the administrative support liaison for the chief administrative officer and operations supervisor. In addition to administrative support to leadership, the position handles all academic personnel items for recruitment of new faculty and will serve as the back-up for the faculty credentialing administrative assistant to provide support for licensing, billing and credentialing for faculty, volunteer clinical faculty and fellows as well as HR functions, such as training updates, EcoTime monitoring, corrective action correspondence and performance reviews.

Apply By Date 10/9/2025 by 11:59pm

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 and/or equivalent work-related experience/training
• At least 3 years of previous administrative assistant experience required.
• Expertise in managing complex calendars and to schedule and coordinate large, complex meetings and conferences.
• Advanced word processing skills and experience (e.g. formatting, tables, math functions, merge functions, graphics, charts) and various computer skills, including Excel, Microsoft Word, PowerPoint, Microsoft Access, Microsoft Outlook, SharePoint, electronic mail software, database management software, graphics software, and other standard office desktop applications.
• Demonstrated management, administrative, organizational, planning, and critical thinking skills; with the ability to anticipate, avert, and resolve issues of workflow, work processes, and task allocations.
• Ability to work independently as well as part of a team; effective collaborative skills to build trust among faculty, staff and residents.
• Ability to work with limited or minimal supervision and direction.
• Excellent organizational and time management skills to establish goals, ability to prioritize and coordinate multiple work assignments and deadlines efficiently despite frequent interruptions, maintaining composure under heavy workload, conflicting priorities or difficult callers/visitors.
• Demonstrated ability to follow through on details, providing all necessary and required documentation.
• Decision-making skills to exercise initiative, creativity, and independent judgment to anticipate needs in areas of responsibility.
• Ability to problem solve in a manner consistent with institutional and departmental goals and objectives.
• Ability to set priorities; be detail-oriented; ability to make independent decisions when working with multiple priorities and deadlines.
• Skills to develop innovative solutions, to attempt difficult and unfamiliar project assignments, and to respond with flexibility to requests for assistance in problem-solving and organizational development.
• Ability to research, extract, compile, elicit, and summarize information from a variety of sources to prepare reports and information clearly and concisely. Ability to record and format meeting minutes and track follow-up items.
• Ability and skill to exercise tact and diplomacy in dealing with others and establish and maintain cooperative working relationships.
• Demonstrated customer service skills and experience working with staff, faculty, residents, student, patients, and a culturally diverse workforce.
• Ability to establish and maintain positive working relationships throughout the University and community and maintain appropriate interdepartmental communications.
• Ability to discern sensitive issues and maintain confidentiality.
• 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.
• Strong oral and written communication skills to create and initiate error free documents, including writing and editing skills to compose and proofread letters, financial statements, budget reports and other assigned documents, and to articulate information in a clear, concise, and visually attractive manner, creating error-free documents.
• Positive attitude toward responsibilities, faculty and co-workers, and demonstrated ability to interact in a helpful, effective, and informative manner with a wide variety of people, using tact and diplomacy.
• Ability to be self-motivated and work cooperatively with others as a team, contributing to a positive working environment.
• Must be able to translate or format documents between similar software packages, and different platforms.
• Ability to navigate and effectively utilize internet and intranet sites as resources for information and verification.
• Ability to create and maintain filing systems for prompt retrieval of information for all office staff.

Preferred Qualifications

• Knowledge of UC Davis and UCDH structures, policies and procedures.
• Ability to use Recruit, Aggie Service, UC Path and LMS to meet all human resources aspects for both departments for all faculty, volunteer clinical faculty, fellows and staff.

Key Responsibilities

• 70% - Executive Assistant to the Department Chair & CAO
• 25% - Operations Function Lead
• 5% - Other Duties as Assigned

Department Overview

The Department of Radiology is a large academic and clinical department within the School of Medicine which is responsible for teaching and training of residents, medical students, and clinical fellows, as well as both basic and creative clinical scholarly investigations.

POSITION INFORMATION

• Salary or Pay Range: $30.09 - $50.54
• Salary Frequency: UCHRLY - Hourly Rate
• 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): 8
• Location: Ellison Ambulatory Care Center (HSP098)
• Union Representation: CX-Clerical/Admin
• Benefits Eligible: Yes
• 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

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
• Climbing (e.g., stairs or ladders) - Never 0 Hours
• Reaching overhead - Occasional Up to 3 Hours
• Keyboard use/repetitive motion - Frequent 3 to 6 Hours
• Uneven Surfaces or Elevations - Never 0 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.

Occasional overtime is required to meet deadlines. Use of vacation may be restricted during peak times and during budget season. May be asked to pick up and/or drop off materials at various locations within the UCDHS/Davis Campus as assigned.

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