Administrative Assistant I/II/III (POOL - Ongoing)

Western University

California

Hybride

USD 29 000 - 44 000

Plein temps

14 jours+

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Résumé du poste

Western University of Health Sciences is seeking an Administrative Assistant to provide comprehensive administrative and clerical support within the Human Resources department. The role involves managing inquiries, organizing records, and coordinating schedules and travel for staff and management.

Applicants should possess a high school diploma or equivalent, with higher ranks favoring associate’s or bachelor’s degrees.

Qualifications

Education: High school diploma or equivalent (associate’s or bachelor’s degree preferred for higher rank).
Experience: Administrative, clerical, or customer service experience (level of required experience may range from entry‑level to advanced).

Responsabilités

Provide front‑line administrative support, including answering inquiries, managing correspondence, and maintaining records and databases.
Coordinate schedules, meetings, events, and travel arrangements, ensuring all logistics and materials are prepared.
Assist with document preparation, budget tracking, purchasing, and other operational tasks to support departmental goals
Handle confidential information with professionalism while fostering effective communication between staff, management, and external partners.
Other related duties and responsibilities as assigned

Connaissances

Microsoft Office Suite

Strong organizational skills

Excellent written & verbal COMM

Confidentiality

Independent and collaborative

Formation

High school diploma or equivalent

Associate's or Bachelor’s degree preferred

Description du poste

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.

Position Title

Position Control Number

Position Control Number S04575

Type of Position

Type of Position Staff

Position Status

Position Status Full-time

Campus

Position Location

Position Location California

Department

Department 5701-Human Resources

This is a continuous active recruitment for an application pool to fill open ranks administrative support assignments on an as‑needed basis. Applications are accepted year‑round and will remain in the pool.

The Administrative Assistant provides a broad range of administrative and clerical support to ensure efficient operation of the office or department. This role assists management, staff, and external partners through effective communication, organization, and coordination of daily activities. The open‑rank designation allows for consideration of candidates with varying levels of experience, skill, and responsibility, with rank determined upon hire.

Knowledge, Skills and Abilities

Minimum requirements will vary depending on rank, but generally include:

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfort with office technology.

Strong organizational skills with the ability to prioritize tasks and meet deadlines.

Excellent written and verbal communication skills.

Attention to detail, accuracy, and a high level of confidentiality.

Ability to work independently and collaboratively in a team environment.

Required Qualifications

Education: High school diploma or equivalent (associate’s or bachelor’s degree preferred for higher rank).

Experience: Proven administrative, clerical, or customer service experience (level of required experience may range from entry‑level to advanced).

Preferred Qualifications

Key Responsibilities

Provide front‑line administrative support, including answering inquiries, managing correspondence, and maintaining records and databases.

Coordinate schedules, meetings, events, and travel arrangements, ensuring all logistics and materials are prepared.

Assist with document preparation, budget tracking, purchasing, and other operational tasks to support departmental goals

Handle confidential information with professionalism while fostering effective communication between staff, management, and external partners.

Other related duties and responsibilities as assigned

Posting Details Continued

Work Schedule

Standard 8:00 AM to 5:00 PM

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.

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

Minimum $21.00 Hourly

Maximum

Maximum $32.00 Hourly

Physical Demands

Do the essential functions of this job require lifting? Yes

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 accommodations 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. Currently the position is required to work on site 3 days a week, while having the flexibility to work remotely 2 days per week. This is subject to the needs of the department.

Posting Information

Posting Number

Posting Number S01689

Posting Date

Posting Date 09/18/2025

Close Date

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.

Required Documents