Administrative Assistant - Temporary

About the role

Join a collaborative, student-centric culture at West Coast University, committed to academic integrity, mutual respect, student learning, service, responsiveness, innovation, diversity, and stewardship. Guide students to make a positive impact on patients throughout their careers.

Responsibilities

• Perform administrative responsibilities by drafting correspondence and reports, communicating with management, faculty, staff, and students, maintaining calendars, managing office records and budgets, processing and reviewing mail, arranging meetings, receptions, dinners, conferences, and travel arrangements.
• Assist and coordinate the flow of incoming and outgoing communications by routing documents to and from appropriate parties, obtaining signatures, gathering, and relaying information as needed, and returning signed documents to requestors.
• Complete expense reports by gathering receipts, scanning, entering information in Concur or Excel, and reviewing.
• Aid the department with company events by researching and arranging payments to vendors, caterers, venues, and conferences, coordinating event set-up and breakdown, and other miscellaneous event coordination.
• Schedule, organize, and facilitate meetings and events with appropriate offices and agencies, prepare agendas and programs, arrange for audiovisual and associated support equipment, order and pick up meals and refreshments for meetings and other special events, and coordinate travel for multiple team members.
• Prepare meeting materials, post agendas, and take minutes; maintain permanent records and files, adhere to established procedures relating to minutes, agendas, posting of notices, etc.
• Distribute incoming and outgoing mail as instructed, prepare labels, mailings, and FedEx packages.

Requirements

• A minimum of one year’s experience performing increasingly complex and highly responsible office and administrative/secretarial support work in an academic or business office environment, preferred.
• Comprehensive knowledge of office systems, practices, and administration.
• Proficient skills and experience in Microsoft Office computer software systems, including word processing, spreadsheets, and presentation software.
• Principles and practices of classifying, indexing, processing, retrieving, and controlling a large volume of records.

Qualifications

• High school graduate or equivalent required.
• Associates degree or coursework in accounting, administrative and personnel management, and data processing preferred.

Skills

• Microsoft Office Suite proficiency.
• Administrative and secretarial support experience.
• Event coordination and management.
• Meeting and travel coordination.
• Record keeping and filing.

Benefits

West Coast University offers a comprehensive benefits package including health insurance, retirement plans, paid time off, and opportunities for professional development.

Pay

Competitive salary based on experience and qualifications.

Schedule

Full-time position with flexible working hours to accommodate the needs of both the employee and the institution.

Equal Opportunity Employer

We are committed to fostering an inclusive environment where all employees feel valued and respected. We are an equal opportunity employer and do not discriminate against applicants due to race, religion, gender, gender identity, sexual orientation, age, national origin, disability, veteran status, or any other legally protected characteristic.