Operations Coordinator

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. Western

U is more than the practice of medicine. We are defined by character and culture.

At Western

U, 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 Western

U. 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

Operations Coordinator

Position Control Number

S04573

Type of Position

Staff

Position Status

Full‑time

Campus

Western University Campus‑Pomona, CA

Position Location

California

Department

5101‑University Financial Services & Treasury

Job Summary

Reporting to the VP of Financial Planning & Analysis, the Operations Coordinator provides comprehensive administrative and operational support to multiple functional areas, including Financial Planning & Analysis, Budget Administration, Business Development, Auxiliary Services, Western

U Health, and University Financial Services & Treasury. This position plays a vital role in ensuring operational efficiency by managing day‑to‑day administrative tasks, coordinating projects, effectively communicating across departments, and ensuring seamless execution of projects, meetings, and events. The incumbent will provide hands‑on assistance with a wide range of responsibilities such as organizing and facilitating meetings, preparing and distributing board and executive materials, arranging travel logistics, tracking project milestones, and maintaining departmental communications.

This role will also support high‑visibility activities such as health fairs, patient care center tours, and campus‑based events, ensuring they are professionally organized and executed.

Knowledge,

Skills and Abilities

• Strong organizational and time‑management skills with the ability to prioritize competing tasks.
• Excellent written and verbal communication skills; ability to draft clear agendas, summaries, and correspondence.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaborative tools (SharePoint, Teams, Zoom).
• Detail‑oriented with strong follow‑through and the ability to handle confidential information.
• Ability to work independently while maintaining strong team collaboration.
• Professionalism, flexibility, and customer‑service orientation when interacting with internal and external stakeholders.
• Committed to working in an organization that values and promotes a humanistic approach.

Required Qualifications

• Education: Associate’s degree in business administration, healthcare administration, or a related field. 2+ years of administrative, operations, or project coordination experience.
• Experience:
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
  • Prior experience with data entry and online scheduling tools.
  • Experience coordinating projects and events across multiple departments.
  • Strong organizational and communication skills, with the ability to multitask and prioritize.

Preferred Qualifications

• Experience:
  • Demonstrated experience working in a higher education and/or healthcare setting.
  • Familiarity with ERP systems (e.g., Workday, Banner), project management tools, and document collaboration platforms (e.g., SharePoint, Microsoft Teams).

Key Responsibilities

• Meeting Coordination & Communication
  • Coordinate meetings, prepare agendas, track follow‑up items, and record/distribute meeting minutes.
  • Arrange travel, lodging, and itineraries for management and staff.
  • Develop…