Administrative Assistant III

Western University of Health Sciences; Pomona (CA); On-site; USD 34,000 - 36,000; Full time

Job summary

Western University of Health Sciences is seeking an administrative support specialist for the Department of Clinical Sciences in Pomona, CA. The role focuses on managing documents, scheduling meetings, coordinating projects, and handling purchasing and reimbursements.

Strong computer skills and 50 wpm typing are required. Responsibilities include supporting faculty and chairs, preparing memos and minutes, uploading materials, and coordinating course schedules with visiting faculty.

Qualifications

• AA degree or combined experience/education as substitute for minimum education.
• Minimum 2-3 years of administrative experience with increasing responsibilities.
• Strong computer skills to format docs in Word/Excel/PowerPoint/Access and upload PDFs.
• Excellent verbal and written communication; able to interact with diverse stakeholders.
• Typing speed at least 50 wpm and ability to take dictation.

Responsibilities

• Provides administrative support to the Clinical Sciences Faculty and Chair by scheduling meetings and department events, preparing memos and letters of recommendation, recording minutes, and related duties.
• Assists with budget processes, prepares payment requisitions and travel reports.
• Manages purchasing and payments, including employee reimbursements; tracks expenditures with BanWeb/Banner.
• Supports faculty by uploading lecture materials and exams.
• Coordinates course schedules, visiting faculty, and communications for course planning to faculty.
• Orders departmental office supplies, materials for meetings, and events.
• Attends WesternU, COMP and department events as directed.

Skills

Typing 50 wpm

Verbal & written communication

Document formatting

Dictation

Humanism value alignment

Education

AA degree or equivalent

Tools

Word

Excel

PowerPoint

Access

PDF upload

BanWeb/Banner

Job description

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 998407

Type of Position

Type of Position Staff

Position Status

Position Status Full-time

Campus

Campus Western University Campus-Pomona, CA

Position Location

Position Location California

Department

Department 1406-Specialty Clinical Sciences

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

Experience:

• 4 years of experience as an Administrative Assistant/Associate or Executive Assistant.

Key Responsibilities

• 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.

Key Responsibilities

• 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.

Key Responsibilities

• 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.

Key Responsibilities

• Orders departmental office supplies, materials for meetings, and special events.

Key Responsibilities

• Attends and participates in WesternU, COMP and department events/activities as directed.

Posting Details Continued

Work Schedule

• Normal business hours with occasional overtime.

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,

• 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 $24.36 Hourly

Maximum

Maximum $26.45 Hourly

Physical Demands

Physical Demands

Do the essential functions of this job require lifting?

Do the essential functions of this job require lifting? Yes

If yes, list maximum weight and duration

The physical demands described here are representative of those that must be met by any employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit, use hands to manipulate computer keyboard, reach with hands and arms, and talk or hear. The employee is occasionally required to stand and walk; the employee may occasionally lift or move up to 15 pounds. The employee must have good vision of all areas to properly function in this position.

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 made to enable individuals with disabilities to perform the essential functions.
Duties of the position are normally performed in an office setting. The noise level in this setting is usually quiet.

Posting Information

Posting Number

Posting Number S01825

Posting Date

Posting Date 09/09/2026

Close Date

Close Date 09/09/2027

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

• Resume

Optional Documents

• Cover Letter
• Letter of Recommendation #1
• Letter of Recommendation #2
• Letter of Recommendation #3
• Additional Applicant Document

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * How did you hear about this employment opportunity? Please provide the name of the website, individual, or organization. (Open Ended Question)
• * Are you a current employee at Western University of Health Sciences?
  • Yes
  • No

309 E. Second St.
Pomona, CA 91766-1854
[phone]

[phone]

COMP-Northwest:
200 Mullins Dr.
Lebanon, OR 97355-3983
[phone]
CHS-Northwest:
2665 S. Santiam Highway,
Lebanon, OR 97355
[phone]

COMP-Northwest:
[phone]
CHS-Northwest:
[phone]