Administrative Supervisor

This position will serve as the Administrative Supervisor and provide administrative assistance to the Division Manager, Division Chiefs and Vice Chiefs, 24 other Faculty and 75 staff physicians in the Division of Hospital Medicine, which staffs the hospital 24/7, 365, and the Division of Geriatrics, Hospice, and Palliative Medicine. This position supervises the work of the Division's academic office administrative staff and serves as the administrative supervisor for the administrative staff. Additionally, the supervisor is responsible for Division academic personnel actions; runs, analyzes and reports on clinical and research metrics for division leadership; and participates in division leadership meetings and strategic planning. The position reports to the Division Manager, who is responsible for Division administrative, academic, clinical, educational and research activities. #CA-SB

Apply By Date 5/30/2025 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 and/ or equivalent experience, preferably in business or related field.
• Minimum two years administrative experience, including at least one year with recent experience supervising two or more direct or indirect reports
• Minimum two years MIV and/or other academic action preparation and/or management experience, preferably in an academic healthcare environment.
• Minimum one year HR and/or recruitment experience, preferably in an academic healthcare environment.
• Demonstrated excellent writing, editing and proofreading skills to quickly and accurately produce professional and accurate correspondence and other written materials.
• Demonstrated ability to continually learn and grow, quickly and effectively learning to use new tools and apps, systems and processes in a continually changing environment.
• Demonstrated exceptional customer service and interpersonal skills.
• Demonstrated political acumen to work in an executive-level office environment, with ability to represent the division and faculty with professionalism, tact and discretion to all constituents.
• Demonstrated strong time management and multitasking skills.
• Demonstrated problem-solving ability using colleagues, supervisor, online resources, and good judgment.
• Demonstrated ability to work independently while collaboratively within teams.
• Accomplished organizational and administrative skills to assume general assignments and independently follow through to successful completion.
• Demonstrated experience and skills to efficiently and effectively manage multiple complex electronic calendars.
• Demonstrated experience coordinating committees, including scheduling meetings.

Preferred Qualifications

• Strongly prefer experience working with MyInfoVault (MIV), the UC Davis academic action system.
• Previous experience using other UC Davis academic appointment resources, including but not limited to APHID, Recruit, UCDH academic personnel website.
• Strongly previous experience working with physicians in an academic healthcare setting.
• Experience working in faculty/ academic affairs and/ or human resources.
• Demonstrated knowledge of relevant UC Davis Health and UC Davis policies and procedures.
• Experience using online/ other project management tools and apps to track tasks, create project plans and reports.

Key Responsibilities

• 15% - FINANCIAL ANALYSIS & REPORTING
• 15% - CLINICAL METRICS, SCHEDULING, REPORTING
• 30% - ACADEMIC PERSONNEL (AP) AND HR ADMINISTRATION
• 10% - DIVISION ADMINISTRATION
• 30% - STAFF SUPERVISION

Department Overview

The nationally recognized UC Davis Department of Internal Medicine delivers exceptional health care for adults throughout Northern California. Based in Sacramento, we maintain a primary care and affiliate network that spans 33 counties in the Central Valley, the Sierra Nevada foothills, and the High Sierra. We focus on preventing illness - but when it occurs, we offer specialized and advanced services to diagnose and treat various conditions accurately.

All of our nearly 300 care providers are board-certified primary care physicians of internal medicine. Because our academic physicians also conduct research and teach medical students, residents, and fellows, patients benefit from the latest medical knowledge. Nearly 400 support staff members support our physicians and work closely with more than 140 medical residents undergoing training.

POSITION INFORMATION

• Salary or Pay Range: $2,593.60 - $4,616.80
• Salary Frequency: Bi-Weekly
• Annual Salary: $67,700 - $120,500
• Salary Grade: Grade 21
• UC Job Title: ADMIN SUPV 1
• UC Job Code: 007374
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100%
• Shift (Work Schedule): M-F, 8-5
• Location: Broadway Building (HSP072)
• Union Representation: No, 99 - Non-Represented (PPSM)
• Benefits Eligible: Yes
• This position is hybrid (mix of on-site and remote work)
• 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
• 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

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