Medical Student Coordinator and Front Desk Administration

Job Summary Medical Student Clerkship Coordinator and Administration Support: Under general supervision, the incumbent provides assistance to the HR/Payroll/AP, management and leadership team. This position's functions include but are not limited to calendaring, scheduling, coordination of meetings/conferences, and assistance with special event planning, maintenance of office supplies, mail coverage distribution and high‑level executive assistance. Additionally, this position is the front desk receptionist, greeting visitors and answering phones. Exercises independent judgment and diplomacy in handling sensitive and confidential issues at the highest level required. Effectively communicate in person, by telephone, and in writing. Plans, organizes, evaluates situations, makes decisions, adjusts priorities, works independently, and responds with flexibility to requests for assistance in problem solving. Uses investigative skills to obtain information needed to clarify inquiries and requests, manage details of complex projects and events, and manage a complex schedule. The incumbent has knowledge of and ability to interpret University and UCDHS policies and procedures. In addition, as the Medical Student Clerkship Coordinator this position works closely with the Department Administrator, Chairman, Resident Program Director & Manager, Medical Student Director, Chief Residents, and other faculty to promote and coordinate the education efforts related to the Division of Anesthesiology Clerkship. This position supports and is responsible for all associated clerkship activities, recruitment and rotation. The coordinator handles work that is confidential, complex, requires collaborative coordination, close attention to detail and must use independent judgment. Apply By Date September 7, 2026 at 11:59pm. Selection activities may start at any time. Minimum Qualifications Associate's degree (AA/AS) in Business Administration, Healthcare Administration, Public Administration, Education, Office Administration, or a related field; or an equivalent combination of education and directly related administrative experience totaling four (4) or more years. Demonstrated proficiency in office administration, customer service, front desk reception, administrative coordination, or program coordination. Four (4) or more years of administrative support, executive support, office coordination, education program coordination, healthcare administration, or customer service experience. Experience coordinating educational programs, medical student clerkships, residency or fellowship programs, academic training programs, or other comparable education or workforce development programs. Experience coordinating schedules, rotations, orientations, meetings, conferences, or events involving multiple participants and stakeholders. Experience using scheduling, learning management, student information, or program administration systems (e.g., EValue, EFlight, MedHub, VSLO/VSAS, or similar systems) to coordinate learner schedules, maintain records, or support educational programs. Working knowledge of accreditation standards, regulatory requirements, or program policies applicable to educational or training programs (e.g., LCME, ACGME, or comparable accrediting organizations), or the ability to quickly learn and apply those requirements. Experience coordinating calendars, meetings, travel, and administrative activities for managers, faculty, executives, or department leadership. Experience serving as the primary point of contact for customers, students, staff, faculty, or external stakeholders while maintaining professionalism, diplomacy, and confidentiality. Experience coordinating multiple projects, tracking deadlines, organizing records, and managing competing priorities with minimal supervision. Experience preparing correspondence, reports, meeting materials, agendas, and maintaining accurate electronic and paper records. Experience using Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Google Workspace, email systems, and other standard office technologies. Experience exercising sound judgment when handling confidential or sensitive information. Strong organizational, written, verbal, and interpersonal communication skills with demonstrated attention to detail. Reporting & KPIs to include track, compile, and report key performance indicators related to medical student rotations, including rotation volume, completion, evaluations, and compliance and other required reporting. Demonstrated ability to work effectively and professionally with faculty, staff, leadership, and other stakeholders at all organizational levels. Strong customer service skills with a responsive, courteous, and solutions‑oriented approach. Ability to work independently under general direction, exercise sound judgment, and make appropriate decisions and recommendations. Highly organized with strong attention to detail, accuracy, data integrity, and follow‑through. Ability to maintain confidentiality, exercise discretion, and handle sensitive information with a high degree of professionalism and integrity. Ability to adapt quickly to changing systems, policies, procedures, priorities, and workloads while meeting deadlines. Ability to learn and navigate complex departmental workflows, organizational culture, policies, and employment procedures. Demonstrated ability to identify and implement process improvements that enhance efficiency, compliance, and service quality. Strong written and verbal communication skills, including the ability to compose, edit, and proofread accurate and professional documents. Excellent working knowledge of English grammar, proofreading, document formatting, and office procedures. Proficiency with Microsoft Office, Google Workspace, email, calendars, document management, and standard office technology, including multi‑line telephone systems, voicemail, fax, printers, and copiers. Ability to retrieve, organize, and verify information from multiple sources and maintain accurate records. Ability to collaborate effectively in a team‑oriented environment while managing competing priorities and a dynamic workload. Ability to operate effectively in a fast‑paced environment while maintaining accuracy, professionalism, and service quality. Preferred Qualifications Bachelor's degree from an accredited institution in Business Administration, Healthcare Administration, Public Administration, Education, Communications, Organizational Leadership, or another closely related field. Coursework or professional training in higher education administration, medical education, healthcare administration, project management, or business operations. Training or certification related to administrative support, meeting/event coordination, project coordination, or customer service. Experience supporting executive leadership, department administrators, physicians, faculty, or senior management in an academic medical center, healthcare organization, university, or similarly complex organization. Experience working with University of California or other higher education administrative policies, procedures, and systems. Experience maintaining confidential educational records, student evaluations, grading systems, and educational databases. Experience working in anesthesiology, surgery, perioperative services, or another clinical healthcare environment. Experience preparing operational, productivity, compliance, or billing‑related reports and coordinating with multiple clinical and administrative departments. Demonstrated experience independently managing complex administrative operations while providing high‑level customer service in a dynamic, fast‑paced environment. Advanced use of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), MedHub, or other educational software and databases. Knowledge of University 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 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. Demonstrated ability to get along with others utilizing a high level of interpersonal skills in a diverse work setting. Knowledge and experience in recruitment and appointment of student employees, postdoctoral scholars, graduate student researchers, visiting researcher associates, and volunteers. Key Responsibilities 40% - Confidential Administrative Support To The Vice Chair Clinical 30% - Confidential Medical Student Rotation Coordinator 20% - Confidential Office Administrative Support 5% - Billing Verification/Data Management 5% - Miscellaneous And 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. When you join us, you're not just joining a department—you're becoming part of a forward‑thinking, equity‑driven community where your voice matters, your expertise is valued, and your work helps shape the future of anesthesiology and pain medicine.

POSITION INFORMATION

Salary or Pay Range: $30.87-$44.25 (Budgeted Range: $30.87-$34.59) 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): M-F 8:30 AM to 5 PM Location: Patient Support Services Bldg (HSP014) 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 by visiting UCnet Benefits Page or Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees . High quality and low‑cost medical plans to choose from to fit your family's needs UC pays for dental and vision coverage for you and your family Retirement plans for eligible employees including Pension and other Retirement Saving Plans Supplemental insurance offered including additional life, short/long term disability, pet insurance, legal coverage, accident, critical illness and hospital indemnity Pregnancy and Parental Leave, Family & Medical Leave, Adoption Assistance and Pay for Family Care and Bonding for eligible employees Lactation Support Program and Family Care discounts and resources Employee Well‑being resources and programming to support thriving in all aspects of employee's lives On‑site Employee Assistance Program including access to free mental health services Generous amount of paid Holidays annually as outlined in the UC Policies or Collective Bargaining Agreements Paid Time Off/Vacation/Sick Time as outlined in the UC Policies or Collective Bargaining Agreements Continuing Education (CE) allowance and Staff Education Reimbursement Program for eligible employees Access to free professional development courses and learning opportunities for personal and professional growth Public Service Loan Forgiveness (PSLF) Qualified Employer and Student Loan Debt Counseling Program for eligible employees 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 deals 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, and work in non‑smoking area. Vacation time may be restricted during peak periods throughout the academic year. A willingness to work occasional overtime and flex schedule is required. Must be mobile and have the ability to lift 50 pounds, sit for long periods of time, and work in a diverse atmosphere. Special Requirements 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 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: 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: #J-18808-Ljbffr University of California - Davis