Administrative Assistant Job at Western University of Health Sciences in Lebanon

Overview

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. 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.

Position Details

• Position Title: Administrative Assistant
• Position Control Number: S03953
• Type of Position: Staff
• Position Status: Full-time
• Campus: Western University Campus-Lebanon, OR
• Position Location: Department 1480-COMP Northwest Campus

Job Summary

To provide support to the Department Vice Chair, faculty, and fellows on the Lebanon Campus in collaboration with the Pomona NMM / OMM Department. To provide assistance with the delivery of didactic education by; editing and posting the NMM / OMM Department Textbook and Technique Manual, supplemental information and lab hand-outs; managing course and laboratory schedules and student assignments to labs and discussion group assignments; supporting in examination development, delivery, and analysis as required or needed by the department.

Knowledge, Skills and Abilities

Individuals must possess the following knowledge, 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.

• The technological ability to effectively utilize Word, Excel, PowerPoint, and be willing to learn to use software programs required by the position.
• Experience with calculator, fax, copy machine and telephone operation.
• Clear and professional verbal and written communication skills.
• Must be able to effectively interact with students, faculty, staff and other contacts.
• Knowledge of medical terminology is helpful, but not required.

Required Qualifications

• Education: Any combination of education, training or experience that provides the required knowledge, skills, and abilities. AA Degree, and/or combined experience/education as substitute for minimum education.
• Experience:
  • 2-3 years clerical/office experience.
  • Experience with various Microsoft Office software products.
  • Good computer experience.
  • Good oral and written communication skills and the ability to quickly learn medical terminology and the correct spelling of medical terms.
  • Advanced knowledge of scheduling and database management.

Preferred Qualifications

• Education: Bachelor’s degree highly preferred.

Key Responsibilities

• Provides administrative support to NMM / OMM Department: prepares/maintains department schedules, prepares letters/memos, maintains files, and provides information by answering and directing inquiries; responsible for agendas and minutes for department meetings; manages overall department calendar.
• Assists COMP -Northwest faculty with travel, budget and management of AAO Convocation, OPSO dues, etc. as needed.
• Prepares/maintains Department Orientation Manual; assists in preparation of semester curriculum; inputs, edits/copies class handouts; and provides support for the application processes for Teaching Assistants and Fellows. Provides support and communication for TAs once hired, with regards to trainings, documents needed to prepare for lab sessions, scheduling, conflicts, etc.
• Supports the curriculum: coordinates the development and dissemination of course syllabi, textbook requirements, information posted via Elentra Announcements, emails, and coordinates with course directors, block leads, fellows, and faculty in each block. Serves as liaison between CMR and OPP curriculum to ensure accurate student schedules and mediate conflicts; assists in all educational evaluation systems including evaluations of courses, faculty and preceptor evaluations, and student evaluations; assists with organizing educational assignments and performs administrative functions involving scheduling, academic assessment, examinations, and enrollment; maintains databases and generates reports.
• Works closely with Department Manager in Pomona and provides support as needed: tracking time-off requests, maintenance of information related to the COMP -Northwest NMM / OMM Teaching Fellows; coordinates events, equipment and supplies; coordinates maintenance and repair of lab equipment and assists with budgeting.
• Collaborates with Student Affairs and Office of Academic Affairs to manage student absences, TORs and schedule make-up sessions accordingly.
• Provides information to the Department of Pre-Clinical Education in the development and implementation of the NMM / OMM schedule as related to courses, blocks, labs, seminars, and other educational activities within COMP.
• Entry level video editing, video uploading, and assisting faculty as needed.
• Other duties as assigned.

Posting Details

Work Schedule: 32 hours per week. Some evenings and weekends may be required.

Benefits and Work Environment

We believe in making an impact in the lives of our employees, personally, and professionally. 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. Our faculty, staff, and administrators are 100% focused on student success. Our University culture creates 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.

Pay

Expected Pay Scale: Minimum $22.00 Hourly; Maximum $22.00 Hourly

Physical Demands

• The essential functions of this job require normal office activities; specific vision abilities required include close and color vision to view a computer.
• The role involves sitting, using hands to operate a PC, and occasional walking, reaching, talking and hearing.

Work Environment

The duties are normally performed in a typical office, research laboratory, or lecture-hall setting with moderate noise from typical office activity.

Posting Information

• Posting Number: S01688
• Posting Date: 09/17/2025
• Close Date: 09/17/2026
• Open Until Filled: Yes

Required Documents

• Resume

Supplemental Questions

• Required fields are indicated with an asterisk (*) and include: How did you hear about this employment opportunity?
• This position is located in Lebanon, Oregon. Are you willing and able to work from this campus location?

Contact Information: 309 E. Second St., Pomona, CA 91766-1854 | (909) 623-6116; COMP-Northwest: 200 Mullins Dr., Lebanon, OR 97355-3983 | (541) 259-0200

Background Check: To secure employment, successful fulfillment of a background check may be required. A conditional offer is made subject to this and related checks.