Administrative Assistant Job at Western University of Health Sciences in Califor

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. 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.

Position Details

Position Title: Administrative Assistant

Position Control Number: S03954

Type of Position: Staff

Position Status: Full-time

Campus: Western University Campus-Pomona, CA

Position Location: California

Department: 1460-Osteopathic Manipulative Medicine

Job Summary

To provide support to the Department Chair, faculty, and fellows on the Pomona Campus for the 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

• 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 faculty with travel, budget and management of AAO Convocation, OPSC 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: Manages 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 various databases associated with ongoing educational outcomes assessments, generates reports and communications.

• Works closely with Department Manager and provides support as needed: tracking and organizing time-off requests and maintaining information related to the NMM / OMM Teaching Fellows; arranges, procures, and purchases food for department events and laboratory equipment and supplies; coordinates maintenance and repair of lab equipment, skeleton models, OMM tables, etc.; assists with preparing and maintaining the NMM / OMM departmental budget.

• Works closely 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 Environment

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!

Compensation

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

Physical Demands

Do the essential functions of this job require lifting? No

The physical demands described here are representative of those that must be met by any employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee is frequently required to use hands to operate a PC; generally sit, and occasionally walk, reach with hands and arms, talk and hear. Specific vision abilities required include close and color vision to view the computer.

Work Environment

Duties are normally performed in a typical office, research laboratory, or lecture-hall setting. The noise level is usually moderate due to telephone calls, office equipment, and normal student traffic.

Posting Information

Posting Number: S01685

Posting Date: 09/17/2025

Close Date: 09/17/2026

Open Until Filled: Yes

Conditions of Employment - Background Check: To secure employment, successful fulfillment of a background check, including a criminal records check, may be required. Western University of Health Sciences will extend a conditional offer of employment, subject to rescission if the background check unveils disqualifying information or if it is found that the candidate deliberately withheld or misrepresented information. Non-completion of the background check to satisfaction may impact the ongoing employment of a current Western University of Health Sciences employee who received a conditional offer for the position.

Pay Transparency Act: Western University of Health Sciences is required to provide a reasonable estimate of the compensation range for this role. This range considers various factors in making compensation decisions, including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The Expected Pay Scale is defined as the budgeted salary or hourly range that the University reasonably expects to pay for this position.

Equal Opportunity

Western University is an equal opportunity employer. It is the policy to provide equal employment opportunity to all employees and applicants for employment as required by law without regard to age, race, color, national origin, ancestry, citizenship, ethnicity, creed, religion or religious creed, sex or gender (including gender identity), marital status, sexual orientation, disability, pregnancy, age, genetic information, military and veteran status, or any other applicable protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within WesternU including hiring, recruiting, promotion, termination, layoffs, leave of absence, compensation, benefits, and training. WesternU makes hiring decisions based solely on qualifications, merits, and business needs at the time.

Required and Optional Documents

• Required: Resume
• Optional: Cover Letter
• Letters of Recommendation #1
• Letter of Recommendation #2
• Letter of Recommendation #3
• Additional Applicant Document

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * How did you hear about this employment opportunity? Please provide the name of the website, individual, or organization.

Contact
309 E. Second St., Pomona, CA 91766-1854 | (909) 623-6116