Admin Officer 3 - SOM: Anesthesiology & Pain Medicine

Reporting to the Management Services Officer, the Administrative Officer 3 independently performs complex administrative and analytical work in support of the Department of Anesthesiology and Pain Medicine. The department is one of the largest within the UC Davis School of Medicine, providing excellence in patient care, education, research, and community service.

Serving as the Human Resources, Academic Personnel, Payroll, and Benefits Analyst, this position manages a full range of HR functions for 220+ employees, including academic and staff personnel actions, payroll administration, and benefits coordination. The incumbent exercises sound judgment and discretion in handling sensitive and confidential matters while ensuring compliance with university policies, collective bargaining agreements, and applicable regulations.

Responsibilities include processing new hires, separations, and funding changes; managing faculty recruitment, credentialing, and privileging; and preparing appointments and continuation documentation. The position also oversees payroll reporting and reconciliation, utilizing advanced Excel skills (pivot tables, v-lookups, and data analysis) to ensure accuracy and compliance across bi-weekly, monthly, and annual pay cycles.

The Administrative Officer 3 functions as an experienced HR professional who applies theoretical and policy knowledge to complex practical issues. This role requires independent decision-making, analytical expertise, and the ability to balance competing priorities while supporting departmental and organizational goals. The incumbent contributes to a collaborative and service-oriented HR team, supporting faculty, staff, and leadership in achieving operational excellence.

Apply By Date: 2/10/2026 at 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 a related field and or a combination of experience, education and/or training required.
• Experience performing high-level analytical work, analyzing complex information, performing independent research, presenting complex data in a way that facilitates decision-making and making strategic recommendations.
• 3 years of related experience.
• A minimum of 2 years of relevant experience in an academic medical institution.
• High standards of behavior, performance, quality, credibility, and integrity.
• Advanced knowledge of university rules and regulations, processes, protocols and procedures for budget, accounting and personnel management
• Financial Regulations and Compliance: Understanding of federal, state, and institutional financial regulations, including compliance with UC, audit, and other requirements related to the HR & Payroll Job Duties.
• Budgeting and Forecasting: Knowledge of departmental budgeting, forecasting, and long-range financial planning methods, including the ability to interpret financial data and prepare staffing and payroll projections.
• Reporting Tools: Proficiency with reporting and analytics platforms such as Cognos and Excel for data analysis and visualization.
• Analytical Thinking: Strong ability to collect, analyze, and synthesize large datasets to identify HR staffing trends, variances, and operational opportunities.
• Problem-Solving: Demonstrated skill in evaluating complex data, identifying issues, and implementing data-driven solutions.
• Technical Proficiency: Advanced skill in Microsoft Excel (pivot tables, lookups, complex formulas) and working familiarity with PubMed and related systems for data validation, modeling, and reporting.
• Communication: Excellent verbal and written communication skills to clearly convey complex Human Resource and Academic Personnel oncepts to diverse audiences, including faculty, clinicians, and administrators.
• Organization and Time Management: Ability to manage multiple priorities, meet deadlines, and maintain accuracy in a high-volume, detail-oriented work environment.
• Collaboration: Skill in working effectively and professionally with faculty, staff, and leadership at all organizational levels to achieve departmental objectives.
• Customer Service Orientation: Demonstrated commitment to providing responsive and courteous service to internal and external stakeholders.
• Independent Judgment: Ability to work independently under general direction, exercising sound judgment in making decisions and recommendations.
• Attention to Detail: Capacity to maintain high accuracy and data integrity across complex HR, Payroll and Leave reconciliations, reports, and forecasts.
• Adaptability and Initiative: Ability to adapt to changing university systems, policies, and priorities while proactively identifying areas for improvement.
• Confidentiality and Professionalism: Demonstrated ability to handle sensitive financial and personnel data with discretion and maintain professional integrity.
• Continuous Improvement: Commitment to identifying and implementing process improvements that enhance efficiency, compliance, and service quality.
• Team Contribution: Ability to collaborate effectively in a team-oriented environment, contributing to the department's success and operational excellence.

Preferred Qualifications

• MS/MA Degree in Business Administration, Accounting, or related field.
• 5 years of experience in an academic medical center, hospital system, or related field.
• Knowledge of University HR and data systems, business practices, policies and procedures.
• Ability to learn Department and School of Medicine software for spreadsheets, word processing, Microsoft Outlook and other Windows-based applications.
• Analytical skills to effectively comprehend large amounts of complex medical, administrative, and fiscal information; ability to absorb such information, make timely, thoughtful, and fiscally sound decisions, utilizing health care industry standards and UCDHS system standards.
• Institutional Human Resource Policies: Knowledge of UC Davis Health and UCOP policies and procedures to ensure compliance and promote consistency across departmental operations.
• Working familiarity with Cognos Reporting, Aggie Service, ECOTIME and MyInfoVault.

Key Responsibilities

• 50% - Academic & Non Academic/HR Operations
• 20% - Payroll, UC Path, and Benefits
• 20% - Other HR/Payroll/Academic Budget Management
• 10% - Customer Service & Stakeholder Engagement / Other Duties as Assigned

Department Overview

The Department of Anesthesiology & Pain Medicine is a nationally recognized, dynamic, and rapidly growing multispecialty practice dedicated to advancing clinical excellence, innovative research, and world-class education. As one of the largest departments within the School of Medicine-with an annual budget exceeding $111 million-we are proud to be home to more than 90 faculty, 21 MSP physicians, 32 volunteer and affiliated faculty, 58 residents, 10 fellows, 65 certified nurse anesthetists, and 35 professional staff.

Our team delivers cutting-edge, compassionate care across a wide range of clinical settings, including the UC Davis Pavilion (main hospital), Lawrence J. Ellison Ambulatory Care Center, UC Davis Comprehensive Cancer Center, hospital-based clinics, the 48X Complex, and our expanding network of community care locations. Each day, our clinicians support over 64 operating locations and provide more than 56,000 anesthetics and 7,500 Evaluation and Management (E/M) services annually.

Backed by a diverse portfolio of funding-including state support, endowments, research grants, and self-supporting initiatives-we are well-positioned to lead in innovation, education, and clinical care. Whether through our robust residency and fellowship programs, our commitment to discovery, or our deep engagement in public service, the department plays a vital role in advancing the mission of UC Davis Health.

POSITION INFORMATION

• Salary or Pay Range: $2,873.60 - $5,195.20
• Salary Frequency: Biweekly
• Salary Grade: 161
• UC Job Title: ADMIN OFCR 3 CX
• UC Job Code: 004800
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100%
• Shift (Work Schedule): 8:30 AM - 5:00 PM, varies based on business need
• Location: Patient Support Services Bldg (HSP014)
• Union Representation: CX-Clerical/Admin
• Benefits Eligible: Yes
• This position is hybrid (mix of on-site and remote work)

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.

* This position partners with residents, faculty and staff under stressful conditions (i.e., noise, deadlines, interruptions, telephone interference, etc.). This position may require out of state training sessions. Must maintain confidentiality. * Vacation time may be restricted during peak periods throughout the academic year. * A willingness to work occasional overtime and flex schedule is required, including weekends and holidays during rare events. * Work is performed at UC Davis Health, Campus and other offsite locations. * References reflect an overall meet or exceeds.

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
• The duties or functions of this position include the handling of cash (or cash equivalents)
• 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