Administrative Associate

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

Position Title Administrative Associate I

Position Control Number

Position Control Number S00254

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 5701-Human Resources

Job Summary

Under the direction of the manager of Human Resources Operations, this position is responsible for providing general administrative office support with a variety of clerical activities and related tasks. Support activities include answering incoming calls, mail distribution, employment verifications, filing as well as additional clerical duties. This position will deal professionally with highly confidential information and requires a high level of customer service and focus.

• Working knowledge of human resource activities with emphasis on employment processing.
• Proficient in Word, Excel, Outlook and Internet.
• Knowledge of policies, procedures, and employee handbooks.

• Evaluating questions and inquiries and providing appropriate responses or referrals.
• Researching answers by reviewing policies and procedures and employee handbooks.
• Excellent verbal and written communication skills, projecting a courteous, patient, helpful, and positive attitude when interacting with customers, staff, faculty, and management.
• Demonstrated skill in appropriately handling sensitive and confidential information.
• Excellent customer focus and service skills in a fast‑paced environment.

• Demonstrate a commitment to working in an organization that values and promotes humanism.
• Self‑starter with excellent organizational, time‑management, workload prioritization and problem solving skills.

• High School Diploma or equivalent certificate.

• 1 year of administrative experience and Proficient in Word, Excel, Outlook and Internet.

• Banner experience preferred.
• Familiarity with employment laws and regulations.
• Experience in Human Resources.

• Serves as the first point of contact for the Human Resources Department by answering incoming calls in a timely and professional manner; provides routine and factual information, responds to standard inquiries, routes calls to appropriate HR staff, and takes and relays messages as needed.
• Explains basic departmental policies and procedures using standard HR resources and refers inquiries to the appropriate HR division as necessary.

• Assists with new hire processes, including onboarding and orientation support.
• Assists with employment eligibility verification (Form I-9) as needed to support orientation activities and ensure compliance with federal requirements.
• Maintains orientation materials, packets, and supplies.

• Opens, date‑stamps, sorts, and distributes incoming mail while maintaining confidentiality; assists with outgoing mail and mailings; maintains an organized mailroom.
• Assists with ordering,…