Administrative Associate II

Western University of Health Sciences; Pomona (CA); On-site; USD 53,000 - 65,000; Full time

Job summary

Western University of Health Sciences is seeking an Administrative Support Specialist for the Department of Internal Medicine at the Pomona campus. The role involves data accuracy, task management, and supporting multiple projects to advance departmental missions.

Responsibilities include managing calendars, drafting letters, coordinating courses, and ensuring smooth operations across faculty and students. Strong Excel, data management, and communication skills are essential.

Qualifications

• AA degree or equivalent combination of education/experience.
• 3-5 years clerical or equivalent experience.
• Bachelor's degree preferred.

Responsibilities

• Track and coordinate student participation and attendance in Internal Medicine courses and rotations.
• Maintain the IM Curriculum website with schedules and assignments.
• Communicate with students on core IM rotations.
• Assemble and maintain records of curricular outcomes for students.

Skills

Excel

Office Suite

Data entry

Communication

Typing 50 wpm

Education

AA degree

Bachelor's degree (preferred)

Tools

Microsoft Excel

SharePoint

Job description

Posting Number: S01805

Campus: Western University Campus-Pomona, CA

Department: 1411-Department of Internal Medicine

Classification Pay Scale

In compliance with SB 1162, Western University of Health Sciences is providing a pay scale for this position. The pay scale reflects the minimum and maximum target for new hire salaries for this position. Within this range, the individual pay is determined by a variety of factors, including but not limited to job-related skills, experience, relevant education or training, and work location. Please note that the compensation details listed reflects the base salary only.

Expected Pay Scale

• Minimum: $28.50 Hourly
• Maximum: $28.50 Hourly

Job Summary

Position provides administrative support to the Department of Internal Medicine for the College of Osteopathic Medicine of the Pacific. Position incumbent will be relied upon to provide accurate data, manage a multitude of tasks as well as assist in the execution of various short-, medium- and long-term projects as deemed necessary to carry out the mission of the Department, College and University.

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.

Skills

• Excellent computer skills necessary to set up and maintain filing and data systems.
• Must be able to set up and format documents using Microsoft Office.
• Intermediate or advanced knowledge of Excel.
• Excellent verbal and written communication skills are required.
• Must be able to interact effectively with administration, faculty, staff, students, and other contacts.
• Typing speed of at least 50 wpm. Must be able to take dictation from a recorder.

Abilities

• Ability to demonstrate a commitment to working in an organization that values and promotes humanism.

Education

Required Qualifications

• AA degree and/or combined experience/education as substitute for minimum education.

Experience

• 3-5 years clerical or equivalent experience.

Preferred Qualifications

• Bachelor's degree.

Preferred Experience

• 5+ years of clerical or equivalent experience.

Posting Date: 07/29/2026

Closing Date: 07/29/2027

Essential Job Duties

• Tracks and coordinates student participation and attendance in Internal Medicine courses and rotation related curricular activities on an ongoing basis.
• Maintains IM Curriculum website by updating schedules and assignments for students.
• Communicates with all students on core IM rotations on a regular basis.
• Assembles and keeps records of all curricular outcomes of students on rotation and in during their coursework.

Provides Administrative Support To The Internal Medicine (IM) Department:

• Schedules meetings and appointments and prepares meeting notices, agendas and minutes.
• Maintains schedules for the entire COMP Internal Medicine faculty.
• Provides support to the faculty by preparing and editing letters, presentations, lecture notes and any other documents deemed necessary.
• Provides support to faculty by scheduling sessions and facilitating the coordination of courses in collaboration with the course director, assistant course director, lecturers and Academic Affairs as applicable.
• Arranges audiovisual support for courses when necessary.
• Monitors the Internal Medicine Department budget by generating check requisitions and travel reports, carrying out budget transfers, and reconciling credit card expense reports.
• Coordinates with individual faculty members to assemble the relevant supporting material.
• Tracks and maintains real time record of all expenditures, using BanWeb/Banner as comparison and reconciliation tools.
• Responsible for materials management and requisitions. Orders departmental office supplies and materials for meetings and lectures as needed.
• Directs the design and organization SharePoint site for annual department letters for all fourth-year students applying for IM categorical and preliminary year residencies.
• Organizes and assembles student documents and data required for the generation and delivery of the department letter.
• Merges data into department letter and participates in its editing for each student.
• Communicates with students requesting department letters via SharePoint Sites or similar platforms.
• Coordinates schedules for students on IM specialty rotation at WesternU and for visiting residents from other institutions.
• Organizes rotation site visits and maintains site visit reports. Attends and takes site visit meeting minutes.
• Facilitates various aspects of meetings and special events, including audiovisual and information technology support services, catering and advertisement/invitations. Arranges for sites, facilities, catering, guest accommodations, etc..
• Coordinates activities with various professional organizations as requested by members of the faculty.
• Performs other related duties incidental to the work described herein.