Administrative Associate II

Western University of Health Sciences; Pomona (CA); On-site; USD 34,000 - 48,000; Full time

Job summary

Western University of Health Sciences in Pomona, CA, seeks an Administrative Associate II to support the Chair of the Department of Pharmacy Practice and Administration. This role ensures day-to-day activities run smoothly and allows administrators and faculty to focus on the college’s mission.

The position emphasizes communication, calendar management, and confidentiality, with opportunities to assist residents and fellows and contribute to academic services.

Qualifications

• AA/AS with 2 or more years of related experience, and training that provides the candidate with the required knowledge, skills, and abilities.
• Bachelor of Arts or Bachelor of Science Degree preferred.
• Experience in taking meeting minutes and supporting faculty/academic leaders.

Responsibilities

• Support the Chair of the Department of Pharmacy Practice and Administration.
• Serve as liaison between Chair, visitors; arrange faculty meetings; edit and distribute confidential material.
• Support Fellowship and Residency Oversight Committee (FROC): resident intake, VIP travel, surveys, end-of-program activities.
• Provide administrative and secretarial support to administrators, faculty, committees, and educational programs.
• Plan and prepare for events; arrange travel and housing for department guests.
• Host VIPs and support department search committees.
• Prepare and distribute documents; maintain calendars; coordinate external communications.

Skills

Verbal & written communication

Computer skills

Attention to detail

Project status communication

Humanism in work

Education

AA/AS with 2+ years experience

Bachelor's degree preferred

Tools

Word

Excel

Elantra

Google Docs

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 999618

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 1501-Pharmacy Admin & Staff

Job Summary

The primary purpose of this position is to enhance the effectiveness of the College of Pharmacy by supporting its administrators and faculty of the College of Pharmacy.

This is accomplished by ensuring that the college’s day-to-day activities are completed in a timely and professional manner.

Allowing supported Administrators and Faculty to focus on the College’s overall mission and accreditation.

The Administrative Associate provides administrative and secretarial support to the Chair of the Department of Pharmacy Practice and Administration ( PPAD ), assigned administrators, faculty, and our postdoctoral fellows and residents.

Knowledge, Skills and Abilities

Individuals must possess the knowledge, skills and abilities to be able to perform the essential functions of this job, with or without reasonable accommodation:

• Excellent verbal and written communication skills. Ability to interact with administration, faculty, staff, and students.
• Good computer skills necessary to set up document formats in Word, Excel, Elantra, Google Docs, and any other software programs as required by this position.
• Strong mathematical skills.
• Ability to handle detail-oriented assignments and be flexible with job assignments. Ability to use independent judgment and maintain confidentiality.
• The ability to communicate project status clearly and regularly.
• Demonstrate a commitment to working for an organization that values and promotes humanism.

Required Qualifications

Education and Training:

• AA/AS with 2 or more years of related experience, and training that provides the candidate with the required knowledge, skills, and abilities.

Preferred Qualifications

• Preferences will be given to candidates holding a Bachelor of Arts or Bachelor of Science Degree. Additional preference factors are as follows:
  • Experience in taking meeting minutes.
  • Work experience in an academic setting supporting faculty and/or academic leaders.

Key Responsibilities

• Support the Chair of the Department of Pharmacy Practice and Administration.
• Serves as liaison between the Department Chair, visitors, arranging faculty meetings, editing, proofreading, and distributing confidential office material, maintaining files, and supporting assigned committees.

Key Responsibilities

• Supports the Fellowship and Residency Oversight Committee ( FROC ). Responsible for the following:
  • New Resident or Fellow intake meetings, white coat, business cards.
  • Coordinating FROC meetings including coordinating VIP travel and hotel arrangements, ordering and food for FROC meetings when needed.
  • Coordinating the FROC assessment program using Google, Microsoft, or Qualtrics surveys.
  • Coordinate the end of Residency & Fellowship activities including end of program certificates and celebration.

Key Responsibilities

• Provides administrative and secretarial support to assigned administrators and faculty members, college committees, and the educational programs of the College.

Key Responsibilities

• Plans and prepares for various events in conjunction with the Department Chair or assigned faculty. This includes travel and housing arrangements for department guests.
• Acting as a point of contact and host for the department’s invited VIPs, guests, and faculty candidates. Supports the department’s search committee.

Key Responsibilities

• Prepares and distributes documents for college programs.
• Corresponds with internal and external constituents.
• Prepares, and distributes reports and minutes as required.
• Maintains department calendar, and coordinates with the College and University calendars.
• Supports the College and University’s special event programs including but not limited to the following: Honors Day Program, Ray Symposium, Commencement Dinner Dance, Commencement, Student Interview days and student recruitment events. These events take place during the normal workday but can occur on weekends and during the evenings.
• Maintains department files, department meeting minutes, prepares documents for distribution, and coordinating external communications as needed.
• Provides support by processing purchase orders, check requisitions, travel & credit card reimbursement reports.
• These duties are representative of the type of duties and tasks assigned to this position and not a comprehensive list of duties.
• The College reserves the right to update or change assigned duties to meet the needs of the College.

Posting Details Continued

Work Schedule

• Typical work hours are Monday through Friday, 8 AM to 5 PM.
• During the year, the College and the University host several events that you will be required to support.
• These events can take place on or off campus and can occur during the normal workday or in the evenings and on weekends.
• All work is compensated.

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 $29.83 Hourly

Maximum

Maximum $29.83 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 required of any employee to successfully perform the essential functions of this job. Reasonable accommodations may be available 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 to operate a PC and to talk or hear.

The employee is regularly required to sit, and reach with hands and arms, and occasionally required to stand, walk, stoop, and smell. The employee must occasionally lift and/or move up to 25-35 pounds, such as cases of paper or water.

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.

Posting Information

Posting Number

Posting Number S01829

Posting Date

Posting Date 09/22/2026

Close Date

Close Date 09/22/2027

Open Until Filled Yes

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

• 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]