Adminisrative Assistant 3

This position provides comprehensive administrative support for the Voice and Swallowing Center programs, as well as other departmental faculty, including direct support to program directors and speech-language pathologists. The incumbent will assist with the coordination of departmental events, management of social media communications, and maintenance and updating of the department website.

Additional responsibilities include supporting human resources functions, conducting time studies, coordinating visa and special licensing processes, and serving as a backup purchaser utilizing Aggie Enterprise as needed.

Apply By Date: June 20,2026 at 11:59pm. Selection activities may start at any time.

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

• High school diploma or equivalent
• Minimum of one year of progressively responsible administrative or clerical experience in an office environment.
• Ability to maintain confidentiality, exercise discretion, use independent and mature judgment, work independently without supervision and commit to excellence.
• Strong computer skills with Microsoft Word, Excel, and website management experience.
• Excellent oral and written communication skills.
• Knowledge of Teamsite, Dreamweaver and/or other website managing technology.
• Interpersonal skills to establish and maintain effective working relationships with all co-workers, faculty and physicians.
• Excellent knowledge of Aggie Enterprise and Aggie Expense systems.
• Ability to access the UCDHS EMR for patient and appointment information, scheduling, progress notes, etc.
• Filing skills to maintain logs and files of information in alphabetical, chronological and/or numerical order, such that it is current and easily retrievable. Knowledge of all pertinent laws, regulations and guidelines governing medical records; confidentiality, privacy, and provision to others, including HIPAA.
• Ability to follow oral or written instructions, and work effectively and accurately despite frequent interruptions. Good organizational skills to establish priorities and meet deadlines. Demonstrated experience in maintaining a high degree of accuracy and attention to detail under demanding deadlines.
• Ability and wiliness to learn new skills as needed; ability to work in a complex, diverse environment with growth and changing priorities.
• Knowledge of, and ability to use, medical terminology appropriately.

Preferred Qualifications

• Bachelors degree
• Two or more years of administrative support experience.
• Experience supporting multiple individuals in a fast-paced environment.
• Experience coordinating meetings, events, travel, calendars, and departmental communications.
• Experience working in a healthcare, academic, or higher education setting.
• Excellent knowledge of InDesign, Publisher, Adobe Illustrator and/or other marketing graphic design programs.
• Knowledge of meeting, conference, workshop, and special event planning processes.
• Knowledge of university or organizational policies related to events, travel, purchasing, and reimbursements.

Key Responsibilities

• 40% - ASSISTANT TO VOICE AND SWALLOWING CENTER PROGRAM AND PEDIATRIC OTOLARYNGOLOGY PHYSICIANS
• 35% - EVENTS AND SOCIAL MEDIA COORDINATOR
• 10% - HUMAN RESOURCES, ECOTIME, AND TIME STUDY COORDINATION
• 5% - VISA ADMINISTRATION AND SPECIAL LICENSES
• 5% - PURCHASING AND REIMBURSMENT BACK-UP
• 5% - COORDINATOR OF LARYNGOLOGY FELLOWSHIP PROGRAM

Department Overview

The Department of Otolaryngology - Head and Neck Surgery provides comprehensive services to more than 25,000 patients per year. Otolaryngology has 20+ faculty and other academics, 25+ volunteer faculty, and over 100 academic and clinical staff spanning research programs that include head and neck cancer, skull base surgery, facial plastic and reconstructive surgery, audiology, voice and dental care.

POSITION INFORMATION

• Salary or Pay Range: $29.40-$42.14
• Salary Frequency: Hourly
• Salary Grade: 108
• UC Job Title: BLANK AST 3
• UC Job Code: 004722
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100
• Shift (Work Schedule): 8-5
• Location: Glassrock Building (HSP042)
• Union Representation: CX-Clerical/Admin
• 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