Administrative Associate III

Western University of Health Sciences; Pomona (CA); On-site; USD 40,000 - 41,000; Full time

Job summary

Western University of Health Sciences, Pomona campus, seeks an Administrative Associate III to provide advanced administrative support for the Student Success and Student Life division. You will coordinate calendars, travel, agendas, minutes, and division-wide communications, while handling confidential information with discretion.

The role requires 3–5 years of administrative experience, an associate degree (Bachelor's preferred), and proficiency with Microsoft Office and university systems.

Qualifications

• Associate's degree required; Bachelor's preferred.
• Three to five years of progressively responsible administrative support experience.
• Experience coordinating projects and meetings.
• Experience in higher education or complex organizational environments preferred.
• Experience preparing agendas, meeting minutes, and executive correspondence.

Responsibilities

• Coordinate administrative support across Student Success and Student Life divisions, including scheduling and meeting logistics.
• Independently manage executive calendars and travel scheduling.
• Prepare agendas and meeting minutes; ensure follow-through on initiatives.
• Maintain confidential records and files.
• Assist with budget tracking, procurement, and financial documentation.
• Coordinate committee and meeting logistics; support annual reporting.

Skills

Calendar management

Organization and prioritization

Professional communication

Meeting minutes

Customer service

Travel coordination

Financial reconciliation

Time management

Problem solving

Education

Associate's degree

Bachelor's degree

Tools

Microsoft Office Suite

Banner ERP

Qualtrics

Enterprise systems

Outlook

Job description

Posting Number: S01818

Campus: Western University Campus-Pomona, CA

Department: 4001-Student Success and Student Life

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: $29.00 Hourly

Maximum: $30.00 Hourly

Job Summary

Under the general direction of the Associate Vice Provost for Student Success and Student Life, the Administrative Associate III provides advanced administrative and operational support for the Student Success & Student Life division. Coordinates administrative support functions for the Student Success and Student Life division, including communication, scheduling, meeting logistics, executive support, and administrative coordination across multiple departments. The position serves as the primary administrative support for the Associate Vice Provost and provides designated administrative support to the Vice Provost for approximately 10% of the position. Responsibilities include preparing agendas and meeting minutes, coordinating calendars and travel, assisting with financial and budget-related processes, monitoring projects and deadlines, maintaining records, and supporting divisional initiatives. The incumbent exercises independent judgment, manages confidential information, and collaborates with university partners to support effective divisional operations.

Knowledge, Skills and Abilities

Knowledge Of

• Office administration practices and procedures
• Budget tracking and procurement processes
• Meeting coordination and records management
• Microsoft Office and enterprise software
• Confidential records management
• Higher education administrative practices

Skills

• Calendar management
• Organization and prioritization
• Professional communication
• Meeting minutes
• Customer service
• Travel coordination
• Financial reconciliation
• Time management
• Problem solving

Ability To

• Demonstrate commitment to the University's mission, values, and humanistic principles while providing professional and courteous service to students, faculty, staff, and visitors.
• Demonstrate exceptional attention to detail and accuracy when preparing correspondence, meeting materials, financial documentation, and other administrative records.
• Organize and prioritize multiple assignments, meet deadlines, and manage competing responsibilities in a fast-paced environment with attention to detail.
• Exercise sound judgment, maintain confidentiality, and handle sensitive information with professionalism and discretion.
• Work independently on assigned responsibilities while recognizing when to seek guidance or clarification.
• Establish and maintain positive, collaborative working relationships with administrators, faculty, staff, students, and external partners.
• Communicate effectively, both verbally and in writing, with individuals from diverse backgrounds and organizational levels.
• Adapt to changing priorities, departmental needs, and evolving processes while maintaining a high level of customer service.
• Learn and apply University policies, procedures, and administrative systems to support the effective operation of the Student Success and Student Life division.
• Demonstrate proficiency in using technology and office software to support administrative, financial, and communication functions.
• Contribute as a dependable and collaborative member of the Student Success and Student Life team while supporting a positive and respectful work environment.
• Demonstrated ability to handle confidential information with professionalism and discretion.
• Excellent organizational, written communication, and customer service skills with the ability to work independently and manage competing priorities.

Education

Required Qualifications

• Associate's degree.
• Equivalent combination of education and experience may be considered.

Experience Or Training

• Three to five years of progressively responsible administrative support experience.
• Experience coordinating projects and meetings.

Preferred Qualifications

• Bachelor's degree.

Experience Or Training

• Experience providing administrative support in higher education, healthcare, or another complex organizational environment.
• Experience in higher education, preferably within student affairs, student success, or academic administration.
• Experience preparing agendas, meeting minutes, and executive correspondence.
• Experience supporting projects and coordinating committee activities.
• Experience coordinating travel arrangements and processing expense reports using Concur or similar systems.
• Experience reconciling procurement card transactions and maintaining budget tracking reports.
• Experience using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and enterprise systems such as Banner, Qualtrics, or similar platforms.

Posting Date: 08/07/2026

Closing Date: 08/07/2027

Essential Job Duties

Executive & Administrative Support

• Coordinates administrative support functions across Student Success and Student Life departments, including communication, scheduling, meeting logistics, project tracking, records management, and follow-up on divisional priorities.
• Independently manage the executive calendars of the Associate Vice Provost and designated Vice Provost, exercising discretion in scheduling competing priorities, resolving conflicts, and ensuring alignment with divisional strategic objectives.
• Independently develop executive meeting agendas, compile briefing materials, coordinate executive communications, and ensure follow-through on strategic initiatives.
• Record and distribute meeting minutes.
• Coordinate travel arrangements and conference registrations.
• Assist in preparing correspondence, reports, presentation materials, and meeting documents.
• Monitor action items and follow up on assigned tasks.
• Maintain confidential records and files.

Project Coordination & Division Operations

• Assist with tracking divisional projects and strategic initiatives.
• Maintain project timelines and monitor departmental deadlines in support of divisional initiatives.
• Maintain project plans and status reports.
• Assist with implementation of divisional priorities.
• Coordinate committee and meeting logistics.
• Support annual reporting and accreditation documentation.
• Assist with policy and procedure documentation.
• Serve as the primary administrative liaison between executive leadership and colleges, departments, faculty, and external partners.
• Represent executive leadership in coordinating administrative matters requiring independent judgment.

Budget & Financial Administration

• Prepare Concur expense reports.
• Assist with purchasing and procurement.
• Monitor departmental expenditures.
• Reconcile procurement card transactions.
• Prepare budget tracking spreadsheets.
• Coordinate travel reimbursements.
• Maintain financial documentation.
• Assist Director of Operations as needed
• In the absence of the Director of Operations, provide operational support on daily operations to ensure efficient and effective workflow.

Meeting & Committee Coordination

• Coordinate cabinet meetings.
• Schedule Student Success meetings.
• Prepare agendas.
• Record minutes.
• Track follow-up items.
• Maintain committee records.
• Support standing committees.

Administrative & Event Support

• Provide logistical support for division events.
• Assist with annual university events including but not limited to Commencement, Orientation, Welcome Week, Santa's Workshop, and Fall/Spring club week.
• Coordinate meeting space.
• Order supplies.
• Assist with onboarding.
• Other duties as assigned.