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Administration/Managerment

Administrative Associate III

Western University of Health Sciences · United States
Deadline
Aug 07, 2027
Closing in 292 days
Location
N/A
United States
Employment
None
Full time
Reference
N/A
Posted Sep 08, 2026
Offered salary$29.00 Hourly

About the role

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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 III

Position Control Number S04976 Type of Position Staff Position Status Full-time Campus Western University Campus-Pomona, CA Position Location California Department 4001-Student Success and Student Life Job Summary Under the general direction of the Associate Vice Provost for Student Success and Student Life, the Administrative Associate III provides advanced administrative and operational support for the Student Success & Student Life division. Coordinates administrative support functions for the Student Success and Student Life division, including communication, scheduling, meeting logistics, executive support, and administrative coordination across multiple departments.

The position serves as the primary administrative support for the Associate Vice Provost and provides designated administrative support to the Vice Provost for approximately 10% of the position. Responsibilities include preparing agendas and meeting minutes, coordinating calendars and travel, assisting with financial and budget-related processes, monitoring projects and deadlines, maintaining records, and supporting divisional initiatives. The incumbent exercises independent judgment, manages confidential information, and collaborates with university partners to support effective divisional operations. Knowledge, Skills and Abilities Individuals must possess the knowledge, skills, and abilities or be able to perform the essential functions of the assigned classification, with or without reasonable accommodation(s), using some other combination of skills and abilities. Necessary knowledge, skills, and abilities are as follows:

Knowledge of:

  • Office administration practices and procedures
  • Budget tracking and procurement processes
  • Meeting coordination and records management
  • Microsoft Office and enterprise software
  • Confidential records management
  • Higher education administrative practices

    • Skills:

  • Calendar management
  • Organization and prioritization
  • Professional communication
  • Meeting minutes
  • Customer service
  • Travel coordination
  • Financial reconciliation
  • Time management
  • Problem solving

    • Ability to:

  • Demonstrate commitment to the University's mission, values, and humanistic principles while providing professional and courteous service to students, faculty, staff, and visitors.
  • Demonstrate exceptional attention to detail and accuracy when preparing correspondence, meeting materials, financial documentation, and other administrative records.
  • Organize and prioritize multiple assignments, meet deadlines, and manage competing responsibilities in a fast-paced environment with attention to detail.
  • Exercise sound judgment, maintain confidentiality, and handle sensitive information with professionalism and discretion.
  • Work independently on assigned responsibilities while recognizing when to seek guidance or clarification.
  • Establish and maintain positive, collaborative working relationships with administrators, faculty, staff, students, and external partners.
  • Communicate effectively, both verbally and in writing, with individuals from diverse backgrounds and organizational levels.
  • Adapt to changing priorities, departmental needs, and evolving processes while maintaining a high level of customer service.
  • Learn and apply University policies, procedures, and administrative systems to support the effective operation of the Student Success and Student Life division.
  • Demonstrate proficiency in using technology and office software to support administrative, financial, and communication functions.
  • Contribute as a dependable and collaborative member of the Student Success and Student Life team while supporting a positive and respectful work environment.
  • Demonstrated ability to handle confidential information with professionalism and discretion.
  • Excellent organizational, written communication, and customer service skills with the ability to work independently and manage competing priorities.

    • Required Qualifications Education:

  • Associate's degree.
  • Equivalent combination of education and experience may be considered.

    • Experience or Training:

  • Three to five years of progressively responsible administrative support experience.
  • Experience coordinating projects and meetings.

    • Preferred Qualifications Education:

  • Bachelor's degree.

    • Experience or Training:

  • Experience providing administrative support in higher education, healthcare, or another complex organizational environment.
  • Experience in higher education, preferably within student affairs, student success, or academic administration.
  • Experience preparing agendas, meeting minutes, and executive correspondence.
  • Experience supporting projects and coordinating committee activities.
  • Experience coordinating travel arrangements and processing expense reports using Concur or similar systems.
  • Experience reconciling procurement card transactions and maintaining budget tracking reports.
  • Experience using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and enterprise systems such as Banner, Qualtrics, or similar platforms.

    • Essential Job Duties

    Key Responsibilities Executive & Administrative Support:

  • Coordinates administrative support functions across Student Success and Student Life departments, including communication, scheduling, meeting logistics, project tracking, records management, and follow-up on divisional priorities.
  • Independently manage the executive calendars of the Associate Vice Provost and designated Vice Provost, exercising discretion in scheduling competing priorities, resolving conflicts, and ensuring alignment with divisional strategic objectives.
  • Independently develop executive meeting agendas, compile briefing materials, coordinate executive communications, and ensure follow-through on strategic initiatives.
  • Record and distribute meeting minutes.
  • Coordinate travel arrangements and conference registrations.
  • Assist in preparing correspondence, reports, presentation materials, and meeting documents.
  • Monitor action items and follow up on assigned tasks.
  • Maintain confidential records and files.

    • Key Responsibilities Project Coordination & Division Operations:

  • Assist with tracking divisional projects and strategic initiatives.
  • Maintain project timelines and monitor departmental deadlines in support of divisional initiatives.
  • Maintain project plans and status reports.
  • Assist with implementation of divisional priorities.
  • Coordinate committee and meeting logistics.
  • Support annual reporting and accreditation documentation.
  • Assist with policy and procedure documentation.
  • Serve as the primary administrative liaison between executive leadership and colleges, departments, faculty, and external partners.
  • Represent executive leadership in coordinating administrative matters requiring independent judgment.

    • Key Responsibilities Budget & Financial Administration:

  • Prepare Concur expense reports.
  • Assist with purchasing and procurement.
  • Monitor departmental expenditures.
  • Reconcile procurement card transactions.
  • Prepare budget tracking spreadsheets.
  • Coordinate travel reimbursements.
  • Maintain financial documentation.
  • Assist Director of Operations as needed
  • In the absence of the Director of Operations, provide operational support on daily operations to ensure efficient and effective workflow.

    • Key Responsibilities Meeting & Committee Coordination:

  • Coordinate cabinet meetings.
  • Schedule Student Success meetings.
  • Prepare agendas.
  • Record minutes.
  • Track follow-up items.
  • Maintain committee records.
  • Support standing committees.

    • Key Responsibilities Administrative & Event Support:

  • Provide logistical support for division events.
  • Assist with annual university events including but not limited to Commencement, Orientation, Welcome Week, Santa's Workshop, and Fall/Spring club week.
  • Coordinate meeting space.
  • Order supplies. ·
  • Assist with onboarding.
  • Other duties as assigned.

    • Posting Details Continued

    Work Schedule

  • Monday thru Friday 8:00 AM – 5:00 PM – with some occasional Saturdays or evening projects.

    • 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 $29.00 Hourly

    Maximum $30.00 Hourly

    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 accommodation may be available to enable individuals with disabilities to perform the essential functions.

    While performing the duties of this job, the employee is frequently required to use hands to operate a PC in the performance of job duties and talk or hear. The employee is regularly required to sit, and reach with hands and arms, and occasionally required to stand, walk, stoop, and smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close, distance, and peripheral vision, depth perception and the ability to focus. 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 accommodation may be available to enable individuals with disabilities to perform the essential functions.

    Duties are normally performed in a typical office setting. The noise level in this setting is typically low to moderate.

    Posting Information

    Posting Number S01818

    Posting Date 08/07/2026 Close Date 08/07/2027 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

    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. Placement within the Expected Pay Scale is determined by internal equity and relevant qualifications.

    Equal Opportunity Statement (EEO)

    It is the policy of Western University 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 (both physical and mental) including HIV and AIDS, medical condition (cancer and genetic characteristics), pregnancy (which includes childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), 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 without limitation, 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.

    Applicant Documents

    Required Documents

  • Resume

    • Optional Documents

  • Letter of Recommendation #1
  • Letter of Recommendation #2
  • Letter of Recommendation #3
  • Additional Applicant Document
  • Required License/Certification
    • 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.

    • (Open Ended Question)

  • Are you a current employee at Western University of Health Sciences?
  • Yes
  • No

    • How to apply

    Read the full posting, then apply through the employer's own site. Applications are handled by the institution, not by AcademicGates.

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