Administrative Associate II

Posting Details

Pay Transparency Act: Western University of Health Sciences is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered 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 full salary range for this position is defined as the Full Pay Range. The budgeted salary or hourly range that the University reasonably expects to pay for this position defined as the Expected Pay Scale. Placement within the Expected Pay Scale is determined by internal equity, and relevant qualifications.

Classification Series Details

Function College of Veterinary Medicine

Family Administrative Support Classification Series Title Administrative Assistant

Full Salary Range

Minimum $23.00

Maximum $23.00

Expected Pay Scale

Minimum $23.00

Maximum $23.00

Posting Details

Posting Number S01330

Position Title Administrative Associate II Position Status Full-time Campus Western University Campus-Pomona, CA Department 1701-College of Veterinary Medicine Job Summary

This individual will provide administrative support to the Associate Dean for Research, completing tasks accurately and in a timely manner. Tasks will include managing the ADR' schedule, drafting and formatting documents, including scientific reports. This employee will also provide general support for professional activities of faculty.

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.

- Excellent computer skills necessary in Microsoft suite (Word, Excel, Powerpoint, Outlook)

- Attention to details, strong organizational skills, and excellent work ethics

- Excellent verbal and written communication skills. Must be able to effectively interact with administration, faculty, staff and students.

- Ability to proofread scientific reports for typos and format, including scientific references

Required Qualifications

Education: AA degree and/or combined experience & education as a substitute for minimum education.

List comments regarding work hours

Monday-Friday, 8:00 AM-5:00 PM, some weekends and nights may be applicable

Posting Date 08/24/2023 Close Date Open Until Filled Yes Special Instructions to Applicants

Essential Job Duties

Job Duties

Provides administrative support to the Associate Dean for Research. Serve as a liaison between the Associate Dean for Research and members of the college, university and external partners and Dean, including verbal, electronic and written communications.

Maintain a professional office, managing sensitive records in an atmosphere of procedure and security. Analyze office procedure and propose creative solutions. Exercise confidentiality, good judgement, initiative, tact, and diplomacy in handling issues that reflects on the students, staff, college, and university.

Percentage Of Time 40 Job Duties

Provide pre-award support to research faculty in the college, including:

· Advanced editing

· Management of references

· Formatting

· Compilation of Biosketches and Facilities sections

· Coordination with the ADR, Dean, and Sponsored Programs

Percentage Of Time 20 Job Duties

Assists in the organization of College research events and students' research training programs. including:

· Advertisement of programs, recruitment, and selection of applicants

· Coordinate presentations with selected instructors and speakers- Independently organize their travels

· Book rooms, organize caterings and announcements

· Registration and travel arrangements for field trips and presentations of research trainees at scientific meetings (National Veterinary Scholars Program and Pac Vet)

· Distribute evaluation surveys

Percentage Of Time 15 Job Duties

Facilitate the hiring process of research trainees, including Post-Docs, Research Assistants and Scholars:

· Assist faculty with the preparation of job descriptions and recruitment of candidates

· Serve as liaison between hiring faculty, ADR, Director of Operations, and human resources to ensure timely hiring

· Prepare and process contracts for research trainees

Percentage Of Time 10 Job Duties

Provide administrative support to the College, including the Research Advisory Committee:

· Taking minutes of meetings

· Updating email list of members and coordinating meetings

· Maintaining records of committee actions

Percentage Of Time 15

Physical Demands

Physical Demands

Do the essential functions of this job require lifting? Yes

If yes, list maximum weight and duration

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.

While performing the duties of this Job, the employee is frequently required to stand, walk, and use hands to use equipment, talk and hear. The employee is regularly required to sit. The employee must occasionally lift and/or move up to 50 pounds. Color, peripheral vision, depth perception and the ability to adjust focus are all vision requirements of this job.

Describe Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Duties of the Administrative Associate are normally performed in a typical office setting. The noise level in this setting is usually moderate due to the proximity of various office machines and light office traffic. The employee must be able to work on a computer for extended time.

Applicant Documents

Required Documents

Resume

Optional Documents

Cover Letter

Letter of Recommendation #1

Letter of Recommendation #2

Letter of Recommendation #3

Additional Applicant Document

Supplemental Questions

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

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