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
999076

Type of Position
Staff

Position Status
Full-time

Campus
Western University Campus-Pomona, CA

Position Location
California

Department
5401-Library

Job Summary

Under the direction of the Director of the University Library, the Administrative Associate I provides essential administrative and operational support to library leadership, and toward a team effort in the overall functioning and success of the Pumerantz Library. Training opportunities for skills related to this position will be available to hired candidate. This role requires strong organization skills, attention to detail, and the ability to work collaboratively in a dynamic academic environment.

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 combination of skills and abilities.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications needed. Good computer skills necessary to set up document formats in Word, Excel, PowerPoint and any other software programs required by the position. This includes the ability to transcribe from hand-written notes, verbal instructions or dictation equipment. Shorthand or speed- writing helpful.
• Ability to communicate with others both orally and in writing. Must be able to effectively interact with administration, faculty, staff, and outside contacts.
• Good listening skills to understand internal and external customer requests and issues. Must also be able to address or refer to the appropriate person or department. Proficiency in preparing meeting minutes for Library Director and general library meetings.
• Strong decision-making and critical thinking skills, and ability to demonstrate sound judgement in handling confidential matters.
• Ability to provide effective team leadership and promote an inclusive and positive team environment.
• Ability to organize and prioritize workload in order to meet necessary deadlines with excellent attention to detail.
• Ability to maintain confidentiality of sensitive personnel and administrative matters, and to use tact and diplomacy when dealing with sensitive personnel or budget matters.
• Flexibility in job assignments required.

Required Qualifications

Associate's degree in business administration or related field from an accredited institution required; any combination of education, training or experience that provides the required knowledge, skills and abilities.

• 1-2 years of administrative experience, preferably in an academic or library setting.
• Knowledge of budget tracking and financial processes preferred.
• Ability to demonstrate proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) required.

Preferred Qualifications

Bachelor's degree in business administration from an accredited institution.

Essential Job Duties

Key Responsibilities

Provides administrative and operational support to ensure efficient office operations by managing the Library Director's calendar; prepares agendas, minutes, correspondence and reports; coordinates library events, meetings, and professional development activities; arranges travel accommodations; promptly and professionally addresses inquiries from internal and external contacts; and ensures compliance with institutional policies and procedures.

Key Responsibilities

Assists Director of Operation with budget tracking, purchase requests and invoice processing. Maintains inventory of office and library supplies, processes orders, receives incoming packages and coordinates with vendors.

Key Responsibilities

In consultation with library administration and staff, creates, manages, and executes employee appreciation activities, including participation in organizing employee wellness efforts.

Key Responsibilities

Supports data collection and reporting related to library operations and user engagement.

Key Responsibilities

Supports library marketing efforts including student, faculty, and staff events and other promotional activities. Provides tours of the library and campus to students, faculty and staff, prospective students and their families, and others as needed. Assist other library departments with special projects as needed.

Key Responsibilities

Facilitate staff onboarding and training documentation.

Key Responsibilities

Other duties as assigned.

Posting Details Continued

Work Schedule

M-F, 8:00 AM - 5:00 PM

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
$22.00 Hourly

Maximum
$22.00 Hourly