Administrative Assistant - Temporary

West Coast University; Ontario (CA); On-site; USD 40,000 - 50,000; Full time

Job summary

West Coast University in Ontario, California is seeking a dedicated administrative associate to provide exceptional support within a student-centric environment. This role includes coordinating office operations, managing communications, and organizing events to enhance the academic experience for students.

The ideal candidate has solid administrative experience, proficiency in Microsoft Office, and a passion for supporting students in their educational journey. Join us in making a significant impact on the lives of our students.

Qualifications

• Minimum one year of experience in a related office or administrative role.
• Comprehensive knowledge of office systems and practices.
• Ability to manage a large volume of records efficiently.

Responsibilities

• Perform administrative duties including communication and calendar management.
• Coordinate travel arrangements for team members.
• Assist with company events and vendor coordination.

Skills

Microsoft Office proficiency

Office administration knowledge

Document management

Event coordination

Education

High school graduate or equivalent

Associates degree or coursework in accounting or management

Job description

At West Coast University, we share a passion for students and transforming healthcare education! As an associate for a certified Great Place to Work, you willjoin a collaborative, student-centric culture valuing academic integrity, mutual respect, student learning, service, responsiveness, innovation, diversity, and stewardship. As a part of this team, you will guide students to do more than change their own lives – you will help change the lives of every patient they care for throughout their career.

You will make an impact by:

• Perform administrative responsibilities by drafting correspondence and reports, communicate with management, faculty, staff, and students, maintains calendars, maintain office records and budgets, process and review mail, arrange meetings, receptions, dinners, conferences, and travel arrangements to ensure professionalism and efficiency in all office operations.
• Assist and coordinate the flow of incoming and outgoing communications by routing documents to and from appropriate parties including obtaining signatures, gathering, and relaying information as needed and returning signed documents to requestors.
• Responsible for completing expense reports; gather receipts, scan, and enter information in Concur or Excel, and review.
• Assist department with company events; research and arrange payment to vendors, caterers, venues, and conferences. Assist with event set-up and break down, and other miscellaneous event coordination.
• Schedule, organize, and facilitate meetings and events with appropriate offices and agencies, advise/contact participants or invited guests, prepare agendas and programs, arrange for audiovisual and associated support equipment.
• Order and pick up meals and/or refreshments for meetings and other special events.
• Coordinate travel for multiple team members; researching and booking flights, hotels, and transportation.
• 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.
• Coordinate incoming and outgoing mail distribution as instructed, prepare labels, mailings, and FedEx packages.

Your Experience Includes:

• A minimum of one year’s experience performing increasingly complex and highly responsible office and administrative/secretarial support work of which involved administrative 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 that includes word processing, spreadsheets, and presentation software.
• Principles and practices of classifying, indexing, processing, retrieving, and controlling a large volume of records.

Education:

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

Do you want a career that allows you to make a difference in other people’s lives? Discover what it means to truly believe in the work that you do at West Coast University.

At West Coast University, we have the privilege of educating students seeking careers in healthcare and guide them through their transformational journey from student to caregiver. Our associates are united behind that purpose and share a deep commitment to our values of teamwork, collegiality, transparency, and a student-centric approach to all we do. This focus creates an aligned, nimble, and consensus-driven culture that is solution-oriented and supports our associates’ professional growth.

West Coast University is proud to be an equal opportunity employer. We embrace diversity and are dedicated to creating an inclusive environment for all associates.