Administrative Associate II

Posting Number: S01829 | Campus: Western University Campus-Pomona, CA | Department: 1501-Pharmacy Admin & Staff | Posted: 09/22/2026 | Closing: 09/22/2027

About the role

The primary purpose of this position is to enhance the effectiveness of the College of Pharmacy by supporting its administrators and faculty of the College of Pharmacy. This is accomplished by ensuring that the college's day-to-day activities are completed in a timely and professional manner. Allowing supported Administrators and Faculty to focus on the College's overall mission and accreditation. The Administrative Associate provides administrative and secretarial support to the Chair of the Department of Pharmacy Practice and Administration (PPAD), assigned administrators, faculty, and our postdoctoral fellows and residents.

Responsibilities

• Support the Chair of the Department of Pharmacy Practice and Administration; serve as liaison between the Department Chair, visitors, arrange faculty meetings, edit, proofread, and distribute confidential office material, maintain files, and support assigned committees.
• Support the Fellowship and Residency Oversight Committee (FROC): new resident/fellow intake meetings, white coat, business cards; coordinate FROC meetings including VIP travel and hotel arrangements, ordering food; coordinate FROC assessment program using Google, Microsoft, or Qualtrics surveys; coordinate end of Residency & Fellowship activities including certificates and celebrations.
• Provide administrative and secretarial support to assigned administrators and faculty members, college committees, and educational programs.
• Plan and prepare for various events in conjunction with the Department Chair or assigned faculty, including travel and housing arrangements for department guests; act as point of contact and host for department's invited VIPs, guests, and faculty candidates; support the department's search committee.
• Prepare and distribute documents for college programs; correspond with internal and external constituents; prepare and distribute reports and minutes as required.
• Maintain department calendar, coordinate with College and University calendars.
• Support College and University special event programs (Honors Day Program, Ray Symposium, Commencement Dinner Dance, Commencement, Student Interview days, student recruitment events).
• Maintain department files and meeting minutes; prepare documents for distribution; coordinate external communications as needed.
• Process purchase orders, check requisitions, travel & credit card reimbursement reports.

Qualifications

Required: AA/AS with 2 or more years of related experience, and training that provides the candidate with the required knowledge, skills, and abilities.

Preferred: Bachelor of Arts or Bachelor of Science Degree; experience taking meeting minutes; work experience in an academic setting supporting faculty and/or academic leaders.

Skills

• Excellent verbal and written communication skills.
• Ability to interact with administration, faculty, staff, and students.
• Good computer skills necessary to set up document formats in Word, Excel, Elantra, Google Docs, and any other software programs as required.
• Strong mathematical skills.
• Ability to handle detail-oriented assignments and be flexible with job assignments.
• Ability to use independent judgment and maintain confidentiality.
• Ability to communicate project status clearly and regularly.
• Demonstrate a commitment to working for an organization that values and promotes humanism.

Pay

In compliance with SB 1162, Western University of Health Sciences provides a pay scale for this position. Expected Pay Scale Minimum: $29.83 Hourly; Maximum: $29.83 Hourly (base salary only).