Administrative Associate II

Administrative Associate II

Posting Number: S01805
Campus: Western University Campus-Pomona, CA
Department: 1411-Department of Internal Medicine

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.

Expected Pay Scale
Minimum: $28.50 Hourly
Maximum $28.50 Hourly

Job Summary

Knowledge, Skills and Abilities

• Excellent computer skills necessary to set up and maintain filing and data systems. 
• Must be able to set up and format documents using Microsoft Office. 
• Intermediate or advanced knowledge of Excel.
• Excellent verbal and written communication skills are required. 
• Must be able to interact effectively with administration, faculty, staff, students, and other contacts.
• Typing speed of at least 50 wpm. Must be able to take dictation from a recorder.

• Ability to demonstrate a commitment to working in an organization that values and promotes humanism.

Required Qualifications

• AA degree and/or combined experience/education as substitute for minimum education.

• 3-5 years clerical or equivalent experience.

Preferred Qualifications

• Bachelor's degree.

• 5+ years of clerical or equivalent experience.

Posting Date: 07/29/2026
Closing Date: 07/29/2027

Essential Job Duties

• Tracks and coordinates student participation and attendance in Internal Medicine courses and rotation related curricular activities on an ongoing basis.
• Maintains IM Curriculum website by updating schedules and assignments for students.
• Communicates with all students on core IM rotations on a regular basis.
• Assembles and keeps records of all curricular outcomes of students on rotation and in during their coursework.

• Schedules meetings and appointments and prepares meeting notices, agendas and minutes.
• Maintains schedules for the entire COMP Internal Medicine faculty.
• Provides support to the faculty by preparing and editing letters, presentations, lecture notes and any other documents deemed necessary.
• Provides support to faculty by scheduling sessions and facilitating the coordination of courses in collaboration with the course director, assistant course director, lecturers and Academic Affairs as applicable. 
• Arranges audiovisual support for courses when necessary.

• Monitors the Internal Medicine Department budget by generating check requisitions and travel reports, carrying out budget transfers, and reconciling credit card expense reports.
• Coordinates with individual faculty members to assemble the relevant supporting material.
• Tracks and maintains real time record of all expenditures, using BanWeb/Banner as comparison and reconciliation tools.
• Responsible for materials management and requisitions. Orders departmental office supplies and materials for meetings and lectures as needed.

• Directs the design and organization SharePoint site for annual department letters for all fourth-year students applying for IM categorical and preliminary year residencies.
• Organizes and assembles student documents and data required for the generation and delivery of the department letter.
• Merges data into department letter and participates in its editing for each student.
• Communicates with students requesting department letters via SharePoint Sites or similar platforms.

• Coordinates schedules for students on IM specialty rotation at WesternU and for visiting residents from other institutions.
• Organizes rotation site visits and maintains site visit reports. Attends and takes site visit meeting minutes.

• Facilitates various aspects of meetings and special events, including audiovisual and information technology support services, catering and advertisement/invitations. Arranges for sites, facilities, catering, guest accommodations, etc..
• Coordinates activities with various professional organizations as requested by members of the faculty.

• Performs other related duties incidental to the work described herein.

To apply, visit https://jobs.westernu.edu/postings/37000







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