Under minimal supervision, the incumbent in this position will serve as an assistant to the Interventional Cardiology faculty in the Division of Cardiovascular Medicine. This position will serve as an administrative contact person, interacting with University administrators, faculty, fellows, residents, clinic personnel, staff, students, and the general public. The incumbent will utilize independent judgment to prioritize tasks and respond to the needs of the faculty and staff; effectively communicate in person, by telephone, and in writing; plan and organize. Under minimal supervision, the incumbent will evaluate situations, make decisions, adjust priorities, and respond flexibly to requests for problem-solving assistance. The incumbent will know and be able to interpret University and UCDH policies and procedures regarding travel, reimbursements, purchasing, promotions/merits, and medical staff actions. Exercise independent judgment and diplomacy in handling sensitive and confidential issues. This position will also be responsible for, but not limited to, the following tasks: coordinating faculty activities, including managing a complex calendar, scheduling meetings, taking minutes, correspondence, coordinating travel arrangements and accommodations, CV/dossier updates with the use of MylnfoVault and Pubmed, recruitment, appointments, and re-appointments, and merits/promotions. The incumbent will provide support and coordination to the heart failure referral network by connecting with referring offices and ensuring the referral process evolves as expected.

MINIMUM QUALIFICATIONS - FOR FULL CONSIDERATION, APPLICANTS ARE ENCOURAGED TO UPLOAD LICENSE AND/OR CERTIFICATION IF REQUIRED OF THE POSITION

• Experience working in an academic office providing executive-level support to physicians.
• Demonstrated proficiency in Microsoft Office Suite.
• Strong management, administrative, organizational, planning, and critical thinking skills with minimal supervision.
• Proven ability to independently prioritize multiple projects, adjust to changing needs, and meet deadlines.
• Ability to work quickly, accurately, and efficiently in a fast-paced environment.
• Flexibility in adapting to individual preferences and project requirements.
• Consistent follow-through on multiple commitments and tasks.
• Sound decision-making and problem-solving skills, with initiative to resolve issues effectively.
• Analytical skills to identify problems, develop action plans, and ensure completion.
• Clear and effective communication skills with staff and the public; ability to foster cooperation and teamwork.
• Excellent organizational and time management skills, including knowledge of priority-setting strategies.
• Strong interpersonal, verbal, and written communication skills; ability to build positive relationships across all levels of the organization.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive materials.
• Understanding of organizational dynamics, both operational and political; resourcefulness and diplomacy in supporting leadership goals.
• Experience working independently and collaboratively as part of a team with minimal supervision.

PREFERRED QUALIFICATIONS

• Bachelor’s degree in business administration or communications or relevant experience
• Experience working in an academic office providing executive-level support to physicians at UC Davis Health.
• Demonstrated knowledge of UC Davis Health System and University policies and procedures.
• Experience planning, coordinating, and successfully implementing events.
• Proficiency in using Lightning Bolt scheduling software and Electronic Medical Records (EMR) systems.
• Familiarity with MyInfoVault (MIV) and the academic merit and promotion process.

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.