Job Details

Posting Details

About WesternU

As you take your first step onto a Western University of Health Sciences campus, each path, each person, each structure comes with a transformative story. WesternU is more than the practice of medicine. We are defined by character and culture.

At WesternU, you will discover humanism at the heart of every interaction: a warm welcome, a sincere smile, a positive word, a kind deed, a thoughtful gesture. You will see students work together on case studies; a parade of pets in campus parks; student clubs offering opportunities for career growth and community involvement; and faculty, staff and students designing their future and the future of WesternU. We display a collaborative mindset in how we operate, educate, and serve others.

Although, geographically, we are two campuses - as humanists, we are one: to enhance and extend the quality of life in our communities and achieve excellence in everything we do. We attract diverse, professional faculty, staff and students that thrive in an environment of humanistic health care education. Join our team of faculty and staff and make a difference.

Posting Details

Position Title
Administrative Associate I

Position Control Number
999830

Type of Position
Staff

Position Status
Full-time

Campus
Western University Campus-Pomona, CA

Position Location
California

Department
1470-COMP Administration

Job Summary

To manage multiple services provided by the Office of Student Affairs and to support students with their various needs. Performs a variety of duties which include collaboration with internal and external stakeholders, assisting event coordinator with student events, handling of confidential files and correspondence and providing the highest level of customer service.

Knowledge, Skills and Abilities

Individuals must possess the knowledge, as well as the following skills and abilities or be able to perform the essential functions of the job, with or without reasonable accommodation, using some other combinations of skills and abilities.

• Ability to handle multiple detailed and confidential assignments.
• Must be a self-starter with the ability to work with minimal supervision.
• Excellent computer skills necessary in order to set up document formats in Word, Excel, PowerPoint, setup and manage surveys in Qualtrics, use of Microsoft Planner, and any other software program required by this position. Familiarity with the Internet is essential.
• Excellent verbal and written communication skills. Ability to interact appropriately with administration, faculty, staff, students and external affiliates.
• Skill with fax, copy machine, printer, telephone operation, and the ability to type at 50 words per minute.
• Ability to perform higher math functions, compose non-routine correspondence on own initiative, coordinate and prioritize projects, and coordinate meetings.
• Must be self-assured, experienced leader able to interact with senior executives, anticipate potential problems, and initiate solutions.
• Must be able to manage a crisis and calm upset individuals. Must be able to prioritize and schedule opportunities for resolution of the problem.
• Must be able to work in a fast-paced environment and be flexible in job assignments.
• Must be detail oriented, with strong organizational skills.

Required Qualifications

Education: Any combination of education, training or experience that provides the required knowledge, skills and abilities needed for the position.

Experience:

• Minimum of 3-5 years administrative experience with increasing administrative responsibilities in a high volume office setting.
• 4 years of experience as an Administrative Assistant/Associate or Executive Assistant

Preferred Qualifications

Bachelors degree preferred.

Essential Job Duties

Key Responsibilities

Independently manages a high volume of requests for time off (excused absences through leaves of absence) and identifies on a semesterly basis students who have a high rate of requests and schedules them to meet with the Associate Dean. Processes all associated status changes including LOA returns and withdrawals, and vets academic progress for student leaders and conference attendees. Exercises judgement regarding time off requests and brings matters of concern to the attention of the Dean of Students when needed.

Key Responsibilities

Resolves TDX tickets, creates from scratch various letters sent with the Dean of Students' signature, responds to emails, creates, proof-reads and edits correspondence and programs.

Key Responsibilities

Acts as recording secretary for Awards Committee meetings including scheduling meetings, preparing advance reports for the chair, recording minutes during the meeting, and reporting to the Dean after each meeting with the committee's recommendations.

Key Responsibilities

Independently manages the awards process from beginning to end including working with advancement personnel, creating questions, assigning reviewers through the online application portal, providing training for applicants/committee members, and trouble-shooting issues.

Key Responsibilities

Coordinates with Events Manager to order plaques, create certificates, and draft programs for the Awards and Recognition Ceremony. Coordinates with the Dean of Students and Publications department to create, proofread, and publish two awards magazines.

Key Responsibilities

Coordinates and schedules meetings for the Office of Student Affairs including numerous meetings including representatives from multiple departments and one-on-one meetings with students in need.

Key Responsibilities

Provides support for events including Welcome Week, Match Day, Commencement activities, Clinical Transition Ceremony, White Coat Ceremony, Awards & Recognition Ceremony and other events as necessary.

Key Responsibilities

Independently manages student locker maintenance and assignment/collection of locker keys.

Key Responsibilities

Other duties and backup as needed.

Posting Details Continued

Work Schedule

40 hours per week. Some evenings and weekends may be required with occasional overtime.

Working at WesternU

We believe in making an impact in the lives of our employees, personally, and professionally. Every employee has different individual and/or family needs. We offer benefits that are both comprehensive and flexible to address your unique needs. We believe work-life harmony is positive and achievable.

We offer competitive salaries, generous paid time off, insurance plans, reimbursements, and retirement benefits. Additionally,
• Our faculty, staff, and administrators are 100% focused on student success.
• Our University culture creates the context for a nurturing and supportive environment.
• Faculty, staff, and students can expect to make deep, personal relationships within the University community.
• As a Faculty, Staff, or Student at WesternU, you can focus on work that you love, be your authentic self, and lead to the future with innovation in health sciences.
• WesternU's core value of humanism encourages all to bring their whole self in all that they do.
• We are committed to fostering a culture of respect, equity, collaboration, and fun at all levels for all people!

Expected Pay Scale

Minimum
$24.45 Hourly

Maximum
$24.45 Hourly