Administrative Assistant I

Posting Details

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 Assistant I

Position Control Number

999245

Type of Position

Staff

Position Status

Full-time

Campus

Western University Campus-Pomona, CA

Position Location

Department

4201-Harris Family Center for Disability and Health Policy

Job Summary

Under the direct supervision from the Associate Director of the Harris Family Center for Disability and Health Policy (HFCDHP), provides high quality administrative assistance to the Associate Director, Director, and the department. Handle a variety of duties to include, but not limited to :

• 1. Answering phone calls and routing callers;
• 2. Drafting correspondence;
• 3. Managing calendars and appointments;
• 4. Arranging meetings and conference calls;
• 5. Maintaining student files and other administrative tasks;
• 6. Providing reading / reader duties for written material that is not accessible;

Converting documents into accessible formats.

Knowledge, Skills and Abilities

1. | 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 other combinations of skills and abilities. 1. Excellent verbal and written communication skills. Must be able to effectively interact with faculty, staff, administration, students, healthcare professionals, and outside contacts; ability to communicate with others in person, by telephone, and by email. Documents will contain medical terminology; therefore, knowledge of medical terminology is preferred.

2. Ability to work in a fast-paced environment with multiple tasks and be flexible in job assignments. Ability to handle detail-orientated assignments with accuracy and maintain confidentiality.

3. Working knowledge of software and / or applications including but not limited to Microsoft 365 and Zoom. Basic office skills including but not limited to the ability to operate a fax, printer, scanner, telephone, and copy machine.

4. Knowledge of the Americans with Disabilities Act (ADA), the ADA Amendments Act of 2008, Section 504 of the Rehabilitation Act of 1973, as amended, California law, and WesternU and HFCDHP policies, procedures, and guidelines pertaining to students with disabilities in higher education.

5. Must be a skilled and competent reader.

Required Qualifications

Candidate Should have a High School Diploma or G.E.D. and any experience or training that provides the required skills to perform in this position. Basic understanding of medical terminology.

Preferred Qualifications

A.A. or A.S degree and 3 years' Experience or training that provide the required skills to perform in this position.

Essential Job Duties

Key Responsibilities

Administrative and Reception duties

Perform general administrative duties to include drafting correspondence, reports, and meeting minutes, scheduling meetings, filing, posting meetings to the shared Outlook calendar, and other administrative tasks related to the operational needs of HFCDHP. Assists with resource scheduling. This includes reservation and coordination of study rooms and lecture halls to accommodate the delivery of student exams and other Center events and activities. Receive and assist visitors and telephone callers, directing them to the appropriate staff. Notify staff of visitor's arrival. Inform visitors by answering or directing inquiries. Operate telecommunication system by following manufacturer's instructions for phone operation. Maintain a safe, secure, and clean reception area by complying with procedures, rules, and regulations. Support continuity among the team by documenting and communicating actions, irregularities, and continuing needs. Monitor the HFCDHP email ( [email protected] ) and respond to inquiries timely.

Key Responsibilities

Reader and Accessibility Duties

Work closely with the Associate Director to provide reading / reader duties for written materials that are not accessible. Convert documents into accessible formats.

Key Responsibilities

Student Accommodations

Handle activities related to the enrollment process and services of students such as receiving confidential documentation, scheduling student appointments and follow up phone calls and emails. Initiate and process forms. Create, prepare, and maintain student records, including the scanning and uploading of documents and correspondence. Update and maintain the master student spreadsheet.

Key Responsibilities

Coordination of Meetings

Maintain the Director's and Associate Director's calendars, schedule meetings and post them on the appropriate Outlook calendars. Reserve conference rooms and make other necessary arrangements including organizing materials, sending out meeting notices, invitations, or flyers, creating agendas or programs, taking meeting minutes when directed, and coordinating event details.

Key Responsibilities

Other related duties as assigned and in keeping with the classification.

Posting Details Continued

Work Schedule

Monday-Friday 8 : 00 AM- 5 : 00 PM. Changes in schedule maybe required for early morning, evening, and weekend hours based on HFCDHP and WesternU events and operational needs.

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,

Expected Pay Scale

Minimum

20.97

Maximum

23.05