Administrative Associate II

Western University of Health Sciences; Lebanon (OR); On-site; USD 39,000 - 43,000; Full time

Job summary

Western University of Health Sciences seeks an Administrative Associate II to support the External Relations team in Oregon. You will manage executive calendars, travel, communications, and donor gift processing, while coordinating university events and maintaining constituent records.

The role emphasizes professional communication, organization, and discretion in handling sensitive information, contributing to the university’s advancement goals and community engagement.

Qualifications

• High School Diploma or Equivalent is required.
• Minimum of 3 years experience in administration, project/program management, event planning, or related.
• Excellent written, oral, and presentation skills required.
• Successful professional experience in related roles.

Responsibilities

• Manage University Advancement Oregon calendars, scheduling, and travel arrangements.
• Coordinate donor visits, stewardship activities, and advancement events.
• Prepare donor acknowledgment letters, receipts, and stewardship communications; maintain donor records.
• Provide administrative and logistical support for Oregon-based university events and office operations.
• Support fundraising campaigns, donor outreach, and special projects.

Skills

Executive communication

Project management

Analytical thinking

Professional demeanor

Education

High School Diploma or Equivalent

Associate/Bachelor’s degree (preferred)

Tools

Raiser’s Edge

Microsoft Office

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 Title Administrative Associate II

Position Control Number

Position Control Number S04109

Type of Position

Type of Position Staff

Position Status

Position Status Full-time

Campus

Campus Western University Campus-Lebanon, OR

Position Location

Department

Department 5501-External Relations

Job Summary

Reporting to the Interim Vice President of External Affairs, the Administrative Associate II for University Advancement at Western University of Health Sciences plays a key role in supporting executive leadership by efficiently managing calendars, travel arrangements, communications, and administrative operations.

This position also provides administrative support for University Events, assisting with the planning, coordination, and execution of university and departmental events. Additionally, the Administrative Associate II supports advancement operations through donor gift processing, gift documentation, donor acknowledgment correspondence, and constituent record management. By serving as a central point of contact and providing critical logistical, operational, and organizational support, this position enhances the effectiveness of the University Advancement team and contributes to the university’s strategic advancement and engagement goals.

Knowledge, Skills and Abilities

Individuals must possess the knowledge, skills, and abilities or be able to perform the essential functions of the assigned classification, with or without reasonable accommodation(s), using some other combination of skills and abilities. Necessary knowledge, skills, and abilities are as follows:

Knowledge of:

• Advancement relationship management systems preferred but not required (e.g., Raiser’s Edge, Raiser’s Edge NXT ).
• Microsoft Office Suite and related business software applications.
• Administrative and office management practices.
• University, nonprofit, or advancement operations and customer service principles.
• Professional business communication practices and etiquette.

Skills

• Advanced written, verbal, and interpersonal communication skills, including the political acumen necessary to establish and maintain effective relationships with internal and external stakeholders.
• Strong organizational and project management skills with the ability to manage multiple priorities and deadlines simultaneously.
• Advanced analytical and critical thinking skills, including effective decision-making, problem identification, prevention, and resolution.
• Ability to present a professional appearance and demeanor that positively represents the department and the University.

Ability to:

• Work independently while receiving direction from multiple individuals and managing competing priorities.
• Effectively prioritize and maintain progress on multiple assignments across a broad range of responsibilities.
• Work collaboratively in a team environment and leverage the expertise of colleagues to achieve departmental and organizational goals.
• Exercise sound judgment, discretion, and professionalism when handling confidential or sensitive information.
• Adapt to changing priorities and support a variety of administrative, advancement, and event-related functions.
• Bring Your Best Self to Work: Consistently demonstrate respect, compassion, and integrity in interactions with colleagues, donors, and partners; foster a positive, collaborative, and inclusive workplace culture.
• Demonstrate a commitment to working in an organization that values and promotes humanism.

Required Qualifications

Education

• High School Diploma or Equivalent

Experience or Training

• Minimum of 3 years experience in related area such as administration, project/program management, event planning, analysis.
• Excellent written, oral and presentation skills required.
• Successful professional experience.

Preferred Qualifications

• Associate’s or bachelor’s degree in business administration, communications, nonprofit management, or a related field.
• Experience supporting senior or executive-level leadership.
• Experience in higher education advancement, development, or nonprofit fundraising operations.
• Experience using an advancement CRM such as Raiser’s Edge/Raiser’s Edge NXT .
• Experience in higher education, advancement, development, or a nonprofit environment is preferred.

Key Responsibilities

Executive Calendar and Travel Management

• Manage University Advancement Oregon calendars, scheduling, and travel arrangements.
• Coordinate logistics for donor visits, stewardship activities, and advancement-related events.
• Collaborate with university departments to facilitate leadership participation in key engagements and events.

Key Responsibilities

Meeting Coordination and Support

• Organize executive-level meetings and prepare agendas, materials, and background information.
• Attend meetings as needed, document action items, and monitor follow-up activities.
• Support donor meetings, cultivation activities, and stewardship initiatives.

Key Responsibilities

Correspondence, Documentation, Gift Administration and Communication

• Draft and manage official correspondence and communications.
• Assist with the timely and accurate processing of donor gifts, pledges, matching gifts, and supporting documentation.
• Prepare donor acknowledgment letters, receipts, and stewardship correspondence.
• Maintain donor and constituent records in advancement systems.
• Prepare donor reports, mailing lists, and supporting materials.
• Respond to University Advancement inquiries received by phone, email, and other communication channels, providing timely, accurate, and professional assistance or directing inquiries to the appropriate department or staff member as needed.

Key Responsibilities

University Events Coordination and Administrative Operations

• Provide administrative and logistical support for Oregon-based university events.
• Coordinate venues, catering, registration, event materials, volunteer support, and post-event follow-up.
• Work with university departments and external vendors to ensure successful event execution.
• Provide office management and departmental administrative support.

Key Responsibilities

Advancement Operations and Stewardship Support

• Support donor stewardship and engagement activities, including recognition and follow-up communications.
• Prepare advancement reports, prospect briefing materials, and event attendance lists.
• Assist with data integrity initiatives and constituent record maintenance.
• Support fundraising campaigns, donor outreach efforts, and special projects.

Posting Details Continued

Work Schedule

• This position is fully in office with anticipated hours of 8 AM – 5 PM; Monday through Friday with some weekends and nights for special events.

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 $28.85 Hourly

Maximum

Maximum $28.85 Hourly

Physical Demands

Do the essential functions of this job require lifting? Yes

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 use hands, reach with hands and arms in order to operate a PC in the performance of job duties, and talk or hear. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job includes close, distance, and peripheral vision, depth perception and the ability to focus.

Describe Work Environment

While performing the duties of this job, the employee is frequently required to use hands. The employee is regularly required to stand, walk, sit, talk or hear and occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. There are no special vision requirements for this job.

Posting Information

Posting Number

Posting Number S01828

Posting Date

Posting Date 09/16/2026

Close Date

Close Date 09/16/2027

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