Administrative Assistant III

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 Control Number 999810

Type of Position:
Staff
• Position Status:
Full‑time
• Campus:
Western University Campus‑Pomona, CA
•

Location:

California
• Department: 2101‑College of Podiatric Medicine

The Administrative Assistant III serves as the primary contact for the College of Podiatric Medicine, providing administrative and operational support to the Office of the Dean. Responsibilities include managing communications, coordinating meetings and records, supporting clinical and adjunct appointments, overseeing affiliation agreements, assisting with CME activities, and coordinating new student onboarding.

• Excellent verbal and written communication skills. Must be able to effectively interact with students, staff, faculty, administration and guests of the University. Excellent phone demeanor essential.
• Intermediate level in Microsoft Office programs such as Word, Excel, Access, Outlook, PowerPoint and any other software program required for this position.
• Working knowledge of common office machines (fax, copy machine, telephone system, etc.).
• Flexibility in job assignments to meet departmental priorities and emerging or unplanned initiatives.
• Ability to effectively utilize distance communication technologies (video/web‑conferencing) to accomplish tasks.
• Committed to working in an organization that values and promotes humanism.

• Associate of Arts degree and/or combined experience/education as substitute for minimum education.

• A minimum of 1‑3 years experience in administrative/clerical or equivalent experience.

• Experience:
  
  3 plus years experience.

• Serves as primary point of contact for the College of Podiatric Medicine.
• Cordially greets guests, answers and directs telephone calls and e‑mails.
• Provides/receives information and makes appropriate referrals with follow‑up.
• Opens and distributes mail daily.
• Sends, receives and distributes faxes for the College.
• Provides support to the Office of the Dean.
• Coordinates meetings, maintains files and records, and assists with meetings (catering, agendas, reserve rooms, facilities set‑up, AV equipment and requests, set‑up refreshments, etc.).
• Takes and distributes meeting minutes as instructed by supervisor.
• In the absence of Executive Assistant, maintains the Dean’s calendar and ensures the timeliness of reporting from the Dean’s Office.
• Manages inventory of common office equipment and supplies. Processes requests and orders supplies through procurement system.
• Organizes, designs, and/or manages special projects, as assigned by supervisor to support the college’s mission and strategic initiatives.
• Clinical and Adjunct Appointments:
  Processes and coordinates new appointments with the Provost’s Office, tracks documentation and approvals, and maintains accurate records.
• Coordinates appointment renewal process.
• Communicates appointment status and updates to the appropriate College and University departments.
• Clini…