Western University of Health Sciences
Administrative Associate II
Western University of Health Sciences, San Francisco, California, United States, 94199
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 II
Position Control Number S04574
Type of Position Staff
Position Status Full-time
Campus Western University Campus-Pomona, CA
Position Location California
Department 1901-College of Dental Medicine
Job Summary
This position includes a variety of responsibilities in providing high-level administrative support to the CDM Office of the Dean, assisting the college Associate Deans as well as the Executive Assistant. This position also assists with events, interacting with faculty, staff, and students during various college and university-wide activities.
Knowledge, Skills and Abilities
Individuals must possess the knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.
Excellent judgement and attention to detail required. Dependability and timeliness are essential to ensure smooth workflow. Excellent verbal and written communication skills. Excellent customer service skills. Must be able to effectively interact with administration, faculty, staff, students, and outside contacts. Must understand and incorporate standard protocols of confidentiality. Proficient and advanced computer skills necessary to create documents, spreadsheets, tables, and/or forms in Microsoft Office 365 and Google Docs, familiarity with AI, MS Teams, Zoom, Acrobat Professional, and other software programs as required by the position. Advanced organizational skills necessary to prioritize and assist with detailed-oriented project assignments in a fast-paced and deadline-oriented office. Must be able to work in a team-based setting yet function independently as needed. Exceptional critical thinking and judgment skills required for prioritizing and assessing various levels of project management, communications, timelines, policies, and procedures, etc. Experience with fax, copy machine, and telephone operation. Required Qualifications
Education:
Any combination of training or experience that provides the required knowledge, skills, and abilities.
High School Diploma or Graduation Equivalency Diploma required.
Experience:
Minimum of 3-5 years administrative support experience with 2 or more of those years involving increasing responsibilities
Preferred Qualifications
Preference is given to those individuals with administrative experience in a medical, dental and/or academic setting that deals with highly confidential documents.
Education:
Associate of Arts or Associates of Science degree preferred. Essential Job Duties
Key Responsibilities
Administrative Support:
Provides high-level administrative support to the Associate Deans through the Office of the Dean to include agendas and meeting summaries. Provides back-up administrative support in Dean's office and serves as the primary back-up to the Dean's Executive Assistant. Assists with continuing education initiatives and events. Provides support in CE documentation, validation and certification for attendees. Assists with storing and maintaining CE documentation for accreditation. Maintains electronic filing systems and supports database management. Assists with College and university levels events. Key Responsibilities
Assists with streamlining of tasks, completion of assignments, and managing assigned projects. Supports administrators with projects as appropriate. Plans and prepares for meetings and events. Coordinates meetings, events and conferences including coordination of facilities, travel, catering and preparation of materials. Assists with planning, coordinating and preparation of materials for students and continuing education events. Key Responsibilities
Professional Organization Support:
Provides meeting and calendar assistance, to include catering, coordination, logistics and travel. Key Responsibilities
Coordination and Administration:
Works with the Office of the Dean, Associate Deans and the Executive Assistant on special projects, accreditation, continuing education, on-site guests, committee work and day-to-day functions. Performs a variety of clerical duties, e.g. photocopies, faxes, files, delivers and/or picks up materials from on or off campus. Key Responsibilities
Other duties as assigned. This is not intended to be an exhaustive list of all responsibilities and duties for this position. The College of Dental Medicine reserves the right to add or change duties at any time.
Posting Details Continued
Work Schedule
Usual hours are Monday-Friday 8:00 AM to 5:00 PM. with the possibility of an earlier or later start time. Evening or weekends may be required.
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 $20.00 Hourly
Maximum $24.00 Hourly
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 II
Position Control Number S04574
Type of Position Staff
Position Status Full-time
Campus Western University Campus-Pomona, CA
Position Location California
Department 1901-College of Dental Medicine
Job Summary
This position includes a variety of responsibilities in providing high-level administrative support to the CDM Office of the Dean, assisting the college Associate Deans as well as the Executive Assistant. This position also assists with events, interacting with faculty, staff, and students during various college and university-wide activities.
Knowledge, Skills and Abilities
Individuals must possess the knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.
Excellent judgement and attention to detail required. Dependability and timeliness are essential to ensure smooth workflow. Excellent verbal and written communication skills. Excellent customer service skills. Must be able to effectively interact with administration, faculty, staff, students, and outside contacts. Must understand and incorporate standard protocols of confidentiality. Proficient and advanced computer skills necessary to create documents, spreadsheets, tables, and/or forms in Microsoft Office 365 and Google Docs, familiarity with AI, MS Teams, Zoom, Acrobat Professional, and other software programs as required by the position. Advanced organizational skills necessary to prioritize and assist with detailed-oriented project assignments in a fast-paced and deadline-oriented office. Must be able to work in a team-based setting yet function independently as needed. Exceptional critical thinking and judgment skills required for prioritizing and assessing various levels of project management, communications, timelines, policies, and procedures, etc. Experience with fax, copy machine, and telephone operation. Required Qualifications
Education:
Any combination of training or experience that provides the required knowledge, skills, and abilities.
High School Diploma or Graduation Equivalency Diploma required.
Experience:
Minimum of 3-5 years administrative support experience with 2 or more of those years involving increasing responsibilities
Preferred Qualifications
Preference is given to those individuals with administrative experience in a medical, dental and/or academic setting that deals with highly confidential documents.
Education:
Associate of Arts or Associates of Science degree preferred. Essential Job Duties
Key Responsibilities
Administrative Support:
Provides high-level administrative support to the Associate Deans through the Office of the Dean to include agendas and meeting summaries. Provides back-up administrative support in Dean's office and serves as the primary back-up to the Dean's Executive Assistant. Assists with continuing education initiatives and events. Provides support in CE documentation, validation and certification for attendees. Assists with storing and maintaining CE documentation for accreditation. Maintains electronic filing systems and supports database management. Assists with College and university levels events. Key Responsibilities
Assists with streamlining of tasks, completion of assignments, and managing assigned projects. Supports administrators with projects as appropriate. Plans and prepares for meetings and events. Coordinates meetings, events and conferences including coordination of facilities, travel, catering and preparation of materials. Assists with planning, coordinating and preparation of materials for students and continuing education events. Key Responsibilities
Professional Organization Support:
Provides meeting and calendar assistance, to include catering, coordination, logistics and travel. Key Responsibilities
Coordination and Administration:
Works with the Office of the Dean, Associate Deans and the Executive Assistant on special projects, accreditation, continuing education, on-site guests, committee work and day-to-day functions. Performs a variety of clerical duties, e.g. photocopies, faxes, files, delivers and/or picks up materials from on or off campus. Key Responsibilities
Other duties as assigned. This is not intended to be an exhaustive list of all responsibilities and duties for this position. The College of Dental Medicine reserves the right to add or change duties at any time.
Posting Details Continued
Work Schedule
Usual hours are Monday-Friday 8:00 AM to 5:00 PM. with the possibility of an earlier or later start time. Evening or weekends may be required.
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 $20.00 Hourly
Maximum $24.00 Hourly