Administrative Associate II

Position Title

Administrative Associate II

999618

Staff

Full-time

Western University Campus‑Pomona, CA

California

1501‑Pharmacy Admin & Staff

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 day-to-day activities of the College 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 post-doctoral fellows and residents.

• 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.

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

• Experience taking meeting minutes.
• Work experience in an academic setting supporting faculty and/or academic leaders.

• Support the Chair of the Department of Pharmacy Practice and Administration. Serve as liaison between the Department Chair, visitors, arranging faculty meetings, editing, proofreading, and distributing confidential office material, maintaining files, and supporting assigned committees.
• Supports the Fellowship and Residency Oversight Committee (FROC). Responsible for: intake meetings, white coat, business cards; coordinating FROC meetings including VIP travel and hotel arrangements, ordering food; coordinating the FROC assessment program using Google, Microsoft, or Qualtrics surveys; coordinating end‑of‑program activities and certificates.
• Provides administrative and secretarial support to assigned administrators and faculty members, college committees, and the educational programs of the College.
• Plans and prepares for various events in conjunction with the Department Chair or assigned faculty, including 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.
• 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 (Honors Day Program, Ray Symposium, Commencement Dinner Dance, Commencement, Student Interview days and student recruitment events, which may occur on weekends or evenings);
  
  maintains department files and meeting minutes; processes 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 are not a comprehensive list; the College reserves the right to update or change assigned duties to meet the needs of the College.

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

• Competitive salaries, generous paid…