Western University of Health Sciences
Operations Coordinator
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 Operations Coordinator
Position Control Number S04573
Type of Position Staff
Position Status Full-time
Campus Western University Campus-Pomona, CA
Position Location California
Department 5101-University Financial Services & Treasury
Job Summary
Reporting to the VP of Financial Planning & Analysis, the Operations Coordinator provides comprehensive administrative and operational support to multiple functional areas, including Financial Planning & Analysis, Budget Administration, Business Development, Auxiliary Services, WesternU Health, and University Financial Services & Treasury. This position plays a vital role in ensuring operational efficiency by managing day-to-day administrative tasks, coordinating projects, effectively communicating across departments, and seamless execution of projects, meetings, and events.
The incumbent will provide hands-on assistance with a wide range of responsibilities such as organizing and facilitating meetings, preparing and distributing board and executive materials, arranging travel logistics, tracking project milestones, and maintaining departmental communications. This role will also support high-visibility activities such as health fairs, patient care center tours, and campus-based events, ensuring they are professionally organized and executed.
Knowledge, Skills and Abilities
Individual must possess these 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.
Strong organizational and time-management skills with the ability to prioritize competing tasks. Excellent written and verbal communication skills; ability to draft clear agendas, summaries, and correspondence. Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaborative tools (SharePoint, Teams, Zoom). Detail-oriented with strong follow-through and the ability to handle confidential information. Ability to work independently while maintaining strong team collaboration. Professionalism, flexibility, and customer-service orientation when interacting with internal and external stakeholders. Committed to working in an organization that values and promotes a humanistic approach. Required Qualifications
Education:
Associate's degree in business administration, healthcare administration,
or
a related field. 2+ years of administrative, operations, or project coordination experience. Experience:
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Prior experience with data entry and online scheduling tools. Experience coordinating projects and events across multiple departments. Strong organizational and communication skills, with the ability to multitask and prioritize.
Preferred Qualifications
Experience:
Demonstrated experience working in a higher education and/or healthcare setting. Familiarity with ERP systems (e.g., Workday, Banner), project management tools, and document collaboration platforms (e.g., SharePoint, Microsoft Teams).
Essential Job Duties
Key Responsibilities
Coordinate meetings, prepare agendas, track follow-up items, and record/distribute meeting minutes. Arrange travel, lodging, and itineraries for management and staff. Develop department newsletters, communications, and announcements. Key Responsibilities
Develops, maintains, and updates project schedules and project management software. Track project milestones, deliverables, and timelines; ensure key deadlines are met. Key Responsibilities
Prepare, package, and distribute board materials and executive reports. Create and maintain presentation binders and briefing materials in electronic and hard-copy formats. Manage office supplies inventory, departmental records, and filing systems (electronic and hard copy). Key Responsibilities
Organize and support events within WesternU Health, Auxiliary Services, Business Development, and other UFS&T areas. Coordinate event logistics, including venue setup, catering, AV needs, signage, and guest relations. Key Responsibilities
Serve as a point of contact for internal and external inquiries, ensuring prompt and professional communication. Provide operational assistance across units to enhance communication and workflow efficiency. Provides periodic updates to internal and external stakeholders. Key Responsibilities
Support business development initiatives through scheduling, document preparation, and progress reporting. Assist in the planning, coordination, and execution of special projects and initiatives. Support WesternU Health patient care centers by assisting with community outreach, health fair planning, and center tours. Key Responsibilities
Other responsibilities as identified. Posting Details Continued
Work Schedule
Monday - Friday, 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 $55,000.00 Annually
Maximum $59,987.20 Annually
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 Operations Coordinator
Position Control Number S04573
Type of Position Staff
Position Status Full-time
Campus Western University Campus-Pomona, CA
Position Location California
Department 5101-University Financial Services & Treasury
Job Summary
Reporting to the VP of Financial Planning & Analysis, the Operations Coordinator provides comprehensive administrative and operational support to multiple functional areas, including Financial Planning & Analysis, Budget Administration, Business Development, Auxiliary Services, WesternU Health, and University Financial Services & Treasury. This position plays a vital role in ensuring operational efficiency by managing day-to-day administrative tasks, coordinating projects, effectively communicating across departments, and seamless execution of projects, meetings, and events.
The incumbent will provide hands-on assistance with a wide range of responsibilities such as organizing and facilitating meetings, preparing and distributing board and executive materials, arranging travel logistics, tracking project milestones, and maintaining departmental communications. This role will also support high-visibility activities such as health fairs, patient care center tours, and campus-based events, ensuring they are professionally organized and executed.
Knowledge, Skills and Abilities
Individual must possess these 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.
Strong organizational and time-management skills with the ability to prioritize competing tasks. Excellent written and verbal communication skills; ability to draft clear agendas, summaries, and correspondence. Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaborative tools (SharePoint, Teams, Zoom). Detail-oriented with strong follow-through and the ability to handle confidential information. Ability to work independently while maintaining strong team collaboration. Professionalism, flexibility, and customer-service orientation when interacting with internal and external stakeholders. Committed to working in an organization that values and promotes a humanistic approach. Required Qualifications
Education:
Associate's degree in business administration, healthcare administration,
or
a related field. 2+ years of administrative, operations, or project coordination experience. Experience:
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Prior experience with data entry and online scheduling tools. Experience coordinating projects and events across multiple departments. Strong organizational and communication skills, with the ability to multitask and prioritize.
Preferred Qualifications
Experience:
Demonstrated experience working in a higher education and/or healthcare setting. Familiarity with ERP systems (e.g., Workday, Banner), project management tools, and document collaboration platforms (e.g., SharePoint, Microsoft Teams).
Essential Job Duties
Key Responsibilities
Coordinate meetings, prepare agendas, track follow-up items, and record/distribute meeting minutes. Arrange travel, lodging, and itineraries for management and staff. Develop department newsletters, communications, and announcements. Key Responsibilities
Develops, maintains, and updates project schedules and project management software. Track project milestones, deliverables, and timelines; ensure key deadlines are met. Key Responsibilities
Prepare, package, and distribute board materials and executive reports. Create and maintain presentation binders and briefing materials in electronic and hard-copy formats. Manage office supplies inventory, departmental records, and filing systems (electronic and hard copy). Key Responsibilities
Organize and support events within WesternU Health, Auxiliary Services, Business Development, and other UFS&T areas. Coordinate event logistics, including venue setup, catering, AV needs, signage, and guest relations. Key Responsibilities
Serve as a point of contact for internal and external inquiries, ensuring prompt and professional communication. Provide operational assistance across units to enhance communication and workflow efficiency. Provides periodic updates to internal and external stakeholders. Key Responsibilities
Support business development initiatives through scheduling, document preparation, and progress reporting. Assist in the planning, coordination, and execution of special projects and initiatives. Support WesternU Health patient care centers by assisting with community outreach, health fair planning, and center tours. Key Responsibilities
Other responsibilities as identified. Posting Details Continued
Work Schedule
Monday - Friday, 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 $55,000.00 Annually
Maximum $59,987.20 Annually