Administrative Assistant III

  • Western University of Health Sciences
  • Pomona, CA, USA
  • Mar 13, 2024
Full time Other Administrative Positions

Job Description


Administrative Assistant III

Posting Number: S01443
Position Status: Full time
Campus: Western University Campus-Pomona, CA
Department: 1701-College of Veterinary Medicine

Function: College of Veterinary Medicine
Family: Administrative Support
Classification Series Title: Administrative Assistant

Classification Pay Scale
In compliance with SB 1162, Western University of Health Sciences is providing a pay scale for this position. The pay scale reflects the minimum and maximum target for new hire salaries for this position. Within this range, the individual pay is determined by a variety of factors, including but not limited to job-related skills, experience, relevant education or training, and work location. Please note that the compensation details listed reflects the base salary only.

Full Salary Range
Minimum: $18.00
Maximum $21.63

Expected Pay Scale
Minimum: $18.00
Maximum: $21.63

Job Summary
This individual will provide administrative support for years 3 and 4 for the CVM curriculum. This individual will also provide general clerical support to years 3 and 4 Rotation Coordinators and manage documents, schedules, and on-line resources.

Knowledge, Skills and Abilities
Required Knowledge, Skills and Abilities

Individuals must possess the knowledge, as well as the following skills and abilities or be able to perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

1. Excellent computer skills necessary in order to set up document formats in Word, Excel, and any other software program required by this position.

2. Good verbal and written communication skills. Ability to effectively and professionally interact with Administration, faculty, staff, students, and the public in both oral and written communication as well as represent the college through professional demeanor.

3. Organizational skills necessary to prioritize workload. Ability to handle detail-oriented assignments.

4. Must have excellent critical thinking capability and be able to work well with limited guidance and strong follow-up skills.

5. Must be able to work well with others. Must be able to work in a team oriented environment. Must be able to handle deadlines and challenges in a professional manner.

6. Ability to multi-task and in a fast paced office setting.

Required Qualifications
1. Education: Any combination of education, training, or experience equivalent that provides the required knowledge, skills, and abilities.

2. Experience: 2-3 years clerical office experience

Preferred Qualifications

Posting Date: 03/11/2024
Closing Date:
Open Until Filled: Yes

Special Instructions to Applicants

Essential Job Duties

Essential Job Duties

Job Duties

1. Provide support as part of the Clinical Support Team, for all third- and fourth-year curricular activities, courses, and rotations (e.g., student, faculty, and preceptor database support, student scheduling and schedules, student travel and lodging, data entry support for course/rotation leaders and instructors, preceptor availability, immunization

Percentage Of Time

Job Duties

2. Provide exceptional customer service with regards to all clinical sites, preceptors, faculty, staff, and students and to ensure all tasks/issues are addressed and completed in a timely manner to the best possible outcome.

Percentage Of Time

Job Duties

3. Provide general clerical support to assigned faculty, such as ordering supplies, purchasing, mail distribution, faxing.

Percentage Of Time

Job Duties

4. Maintain a professional office, managing sensitive records in an atmosphere of procedure and security. Analyze office procedure and propose creative solutions to improve procedures.
a. Create draft documents (exams, letters, and reports).
b. Exercise confidentiality, good judgment, initiative, tact, and diplomacy in handling issues that reflects on the students, staff, college, and university.

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5. Provides support for all College of Veterinary Medicine events including: Commencement, White Coat, Convocation, Honor’s Day, etc.

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6. Other duties as assigned. This is not intended to be an exhaustive list of all responsibilities and duties for this position.

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Describe 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.

Duties of the “Administrative Assistant” are normally performed in a typical office setting. The noise level in this setting is usually moderate due to telephone calls, office equipment, and normal student traffic.

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