Administrative Associate III

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

Benefits offered by this job

Competitive salaries

Paid time off

Insurance plans

Retirement benefits

Job summary

Western University is seeking an Administrative Associate III to provide advanced administrative support for the Student Success and Student Life division at the Pomona campus. The role includes coordinating calendars, travel, meetings, and complex records management, while supporting divisional strategies and initiatives.

The ideal candidate will have 3–5 years of progressive admin experience, excellent communication skills, attention to detail, and the ability to manage multiple priorities in

Qualifications

• Advanced administrative support experience in a complex environment.
• Proven ability to coordinate multiple projects and meetings.
• Experience handling confidential information with discretion.

Responsibilities

• Coordinate administrative support functions across Student Success and Student Life departments.
• Independently manage executive calendars and meeting agendas, minutes and materials.
• Prepare travel arrangements, expense reports, and budget tracking spreadsheets.
• Maintain confidential records and support divisional initiatives.

Skills

Office administration

Budget tracking

Meeting coordination

Confidential records

Calendar management

Professional communication

Education

Three to five years of administrative support experience

Tools

Microsoft Office

Banner/Qualtrics

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 III

Position Control Number

Position Control Number S04976

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 4001-Student Success and Student Life

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

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

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

Skills

• Calendar management
• Organization and prioritization
• Professional communication
• Meeting minutes
• 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.

Required Qualifications

Education

• 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

Education

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.

Key Responsibilities

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.
• Reconcile procurement card transactions.
• Prepare budget tracking spreadsheets.
• 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.

Administrative & Event Support

• Assist with annual university events including but not limited to Commencement, Orientation, Welcome Week, Santa’s Workshop, and Fall/Spring club week.
• Assist with onboarding.
• Other duties as assigned.

Posting Details Continued

Work Schedule

• Monday thru Friday 8:00 AM – 5:00 PM – with some occasional Saturdays or evening projects.

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 $29.00 Hourly

Maximum

Maximum $30.00 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 that must be met by any employee to successfully perform the essential functions of this job. Reasonable accommodation 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 in the performance of job duties and 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 pounds. Specific vision abilities required by this job include close, distance, and peripheral vision, depth perception and the ability to focus.

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 accommodation 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 S01818

Posting Date

Posting Date 08/07/2026

Close Date

Close Date 08/07/2027

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

• Letter of Recommendation #1
• Letter of Recommendation #2
• Letter of Recommendation #3
• Additional Applicant Document
• Required License/Certification

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
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