Administrative Assistant III

Posting Number: S01825 | Campus: Western University Campus-Pomona, CA | Department: 1406-Specialty Clinical Sciences

In compliance with SB 1162, Western University of Health Sciences is providing a pay scale for this position. The pay scale reflects the minimum and maximum target for new hire salaries for this position. Within this range, the individual pay is determined by a variety of factors, including but not limited to job-related skills, experience, relevant education or training, and work location. Please note that the compensation details listed reflects the base salary only.

Expected Pay Scale Minimum: $24.36 Hourly Maximum $26.45 Hourly

Job Summary

Position provides administrative support for the department of Clinical Sciences by managing and updating documents and information, scheduling meetings, and coordinating projects.

Knowledge, Skills And Abilities

Individuals must possess these knowledge, skills and abilities and be able to explain and demonstrate that the individual can perform the essentials functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

• Excellent computer skills necessary to set up and maintain filing and data systems.
• Must be able to format documents in Word, Excel, Power Point, and Access with little to no supervision or assistance.
• Ability to upload and post PDF files.
• Excellent verbal and written communication skills are required.
• Must be able to effectively interact with administration, faculty, staff, students, and other contacts.
• Typing speed of at least 50 wpm and must be able to take dictation from a recorder.
• Demonstrate a commitment to working for an organization that values and promotes humanism.

Required Qualifications

• Education: AA degree and/or combined experience/education as substitute for minimum education.
• Experience: Minimum of 2-3 years of administrative experience with increasing administrative responsibilities.

Preferred Qualifications

• Education: Bachelor's degree.
• Experience: 4 years of experience as an Administrative Assistant/Associate or Executive Assistant.

Essential Job Duties

• Provides administrative support to the Clinical Sciences Faculty and Chair by scheduling meetings and department events, preparing memos and letters of recommendation, recording minutes, occasional correspondence and related general office duties as necessary.
• Assists with budget process, prepares payment requisitions and travel reports.
• Responsible for the management of all purchasing and payment processes, including employee reimbursements related to the department.
• Tracks and maintains real time record of all expenditures, using BanWeb/Banner as comparison and reconciliation tools.
• Provides support to the faculty by uploading lecture materials and exams.
• Assists the Course Directors in the Department of Clinical Sciences by scheduling meetings, arranging and editing the course schedule, making arrangements for visiting faculty and guest lecturers, sending various emails with the planning of the course and updates to faculty.
• Orders departmental office supplies, materials for meetings, and special events.
• Attends and participates in WesternU, COMP and department events/activities as directed.