Administrative Supervisor 1

#CA-SS

Under general supervision, the incumbent serves as a project manager and Administrative Supervisor for the Department of Surgery Executive Offices. The incumbent is responsible for managing multiple operations and provides supervision to administrative staff. The incumbent serves as back-up to the Chair's Chief of Staff. The incumbent additionally provides oversight and administrative direction associated with various projects. The incumbent will manage projects on behalf of the Chief Administrative Officer, and Department Vice Chairs in addition to supervising Administrative Staff. The incumbent must have a thorough understanding of UCDH and UC Davis policies and procedures with the ability to interpret and implement. The incumbent will interact with University administrators, faculty, residents, clinic personnel, staff, students and the general public on behalf of department leadership. Excellent communication, organizational and time management skills are required to support the daily academic and administrative tasks of the Executive Offices. Plan, organize, evaluate situations, make decisions, adjust priorities and respond with flexibility to requests. Exercise independent judgment and diplomacy in handling sensitive and confidential issues. As this position represents the Executive Offices of the Department of Surgery, the incumbent should have experience using strong interpersonal, verbal and written skills in order to deal professionally, effectively and patiently with all levels of constituents.

Apply By Date May 4, 2025 at 11:59PM

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

• High School Diploma, GED equivalent or related experience/training.
• Prior experience working with an Executive in a confidential setting handling sensitive information.
• Experience providing executive-level analytical support.
• Experience resolving problems in a manner consistent with institutional and departmental goals and objectives.
• Experience setting priorities; be detail-oriented; ability to make independent decisions when working on multiple priorities and deadlines.
• Exceptional multi-tasking skills to manage many inputs and ensure follow-through on all activities.
• Experience exercising 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.
• Experience preparing briefing documents and Power Point presentations.
• Expertise in managing complex calendars and to schedule and coordinate large, complex meetings and conferences.
• Project management experience necessary to advance initiatives (both long-term and immediate projects).
• Demonstrated administrative, organizational, planning, and critical thinking skills; with the ability to anticipate, avert, and resolve issues of workflow, work processes, and task allocations.
• 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.
• 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, electronic mail software, database management software, graphics software, and other standard office desktop applications.
• Skills and experience to convey complex issues competently using excellent verbal and written communication skills.
• Excellent leadership, team and collaborative skills to ensure the smooth operation of the executive offices.
• Resourcefulness and ability to understand novel and unexpected issues.
• Demonstrate professionalism and diplomacy as a representative of the Chair.
• Ability to recognize the need for and maintain security of confidential information, exercise judgment, tact and discretion in handing sensitive or confidential information or situations.
• Demonstrate flexibility to respond to a dynamic and fast-paced environment.
• Must be able to work independently with a minimum of supervision.

Preferred Qualifications

• Bachelor's degree in related area and / or equivalent experience / training.
• Previous supervisory experience.
• Previous experience developing and managing budgets.
• Previous experience working with international programs.
• Previous experience presenting to and working with Senior Level Executives.
• Knowledge of UC Davis and UCDHS structures, policies and procedures.
• 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.
• Knowledge of UC Davis Travel & Entertainment policies and financial transactions and financial systems.

Key Responsibilities

• 60% - Program and Project Management
• 20% - Executive Support to the Vice Chairs, CAO and back-up support to the Chair
• 20% - Supervision of Administrative Staff

Department Overview

The Department of Surgery encompasses a wide variety of surgical specialties. These include bariatric surgery, burn surgery, colorectal surgery, cardiothoracic surgery, gastrointestinal surgery, hepatobiliary surgery, endocrine surgery, pediatric surgery, plastic surgery, transplant surgery, trauma, acute care and surgical critical care surgery, vascular surgery, and oncologic surgery. The Department's extensive surgical expertise, in combination with ongoing teaching and research activities, provide ample resources and advanced surgical techniques for patient care.

POSITION INFORMATION

• Salary or Pay Range: $2,593.87 - $4,616.86
• Salary Frequency: Biweekly
• 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 8am-5pm
• Location: North Addition Office Building (HSP002)
• Union Representation: 99 - Non-Represented (PPSM)
• 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 - 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