Sr. Administrative Assistant- AZ- Professional Engagement and Development- Arizona College of O[...]

Midwestern University; Glendale (AZ); On-site; USD 42,000 - 62,000; Full time

Job summary

Midwestern University’s Arizona College of Optometry seeks a Sr. Administrative Assistant to coordinate CE programs, student career development, faculty engagement, and admissions initiatives. You will manage event logistics, partner with internal and external teams, and ensure professional, well-organized programs.

Some evenings or weekends may be required. The role emphasizes collaboration with marketing, events, and education teams to promote events and track participation metrics across

Qualifications

• High school diploma or GED; 3–5 years administrative support experience.
• Associate's degree with 5–7 years relevant experience preferred.
• Healthcare education environments experience preferred.
• Proficiency in Microsoft Office and ability to quickly learn new systems.

Responsibilities

• Coordinate CE events (virtual and in-person), including speaker outreach, logistics, registration, and follow-up.
• Collaborate with continuing education committee for event coordination and execution of ideas.
• Administer CE tracking and compliance for the Association of Regulatory Boards of Optometry.
• Support planning of student career development programming, including the annual career fair.
• Coordinate admissions-related events and alumni engagement initiatives.
• Identify external speakers and resources for faculty development initiatives.
• Coordinate event communications and promotions, including social media.
• Coordinate internal/external community events with marketing, including high school days.

Skills

Administrative support

Event planning

Program coordination

Microsoft Office

Social media

Communication skills

Interpersonal skills

Education

High School diploma or GED

Associate's degree

Tools

MS Office

Outlook

Excel

Job description

Summary

The Arizona College of Optometry is seeking a highly organized and proactive Sr. Administrative Assistant to coordinate programs and events that support continuing education (CE), student career development, faculty engagement, admissions initiatives, and alumni relations. This role requires consistent follow-through, with responsibility for overseeing event logistics, collaborating with internal and external partners, and ensuring all programs are well-organized, professional, and effectively coordinated. Must be willing to work occasional evenings or weekends.

Essential Duties And Responsibilities

• Coordinate CE events (virtual and in-person), including speaker outreach, logistics, registration, and follow-up
• Work with the College continuing education committee for event coordination and execution of event ideas and projects.
• Serve as administrator for the Association of Regulatory Boards of Optometry CE tracking and compliance
• Support planning of student career development programming, including the annual career fair
• Coordinate admissions-related events (e.g., open houses, pre-optometry programs) and alumni engagement initiatives
• Identify and coordinate external speakers and resources for faculty development initiatives
• Coordinate event communications and promotional efforts, including social media
• Serve as the primary point of contact and assist in coordinating internal and external community events in collaboration with the marketing department, including high school career days and community outreach activities.
• Coordinate event logistics, including facilities, catering, audiovisual needs, and materials
• Maintain records and track participation and engagement metrics
• Ensure programs and events are executed in a professional and organized manner
• Perform other duties as assigned

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Must be able to work in a constant state of alertness and a safe manner and have regular, predictable, in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education And/or Experience

A high school diploma or GED and 3-5 years of experience in administrative support, program coordination, event planning, or a related field are required. Experience in healthcare or professional education environments is preferred. One year certificate from college or technical school and/or an Associate's degree and 5-7 years relevant working experience desired. Familiarity with continuing education (CE) programs or compliance requirements; experience collaborating with external partners, alumni, or industry stakeholders; and experience with social media or event promotion is preferred. Must have the ability to prioritize multiple projects and deadlines while applying strong organization, communication, and interpersonal skills. Proven ability to follow through on responsibilities with minimal oversight, along with proficiency in Microsoft Office applications and the ability to quickly learn new systems.

Computer Skills

Computer proficiency in MS Office (Word, Excel, Outlook).

Language Skills

Intermediate skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Reasoning Ability

Intermediate skills: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Physical Demands

The physical demands described here are representative of those that must be met by an 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 occasionally required to stand, walk, use hands to handle or feel and reach with hands and arms. The employee is regularly required to sit, talk and hear. The employee must occasionally lift and /or move up to 25 pounds.

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 made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Experience

Required

• 3–5 years of experience in administrative support, program coordination, event planning, or a related field are required.

Education

Required

• High School or better

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.