Administrative Assistant I

  • Western University of Health Sciences
  • Pomona, CA, USA
  • Dec 16, 2023
Full time

Job Description


Administrative Assistant I

Posting Number: S01316
Position Status: Full time
Campus: Western University Campus-Pomona, CA
Department: 4201-Harris Family Center for Disability and Health Policy

Function: Harris Family Center for Disability and Health Policy (CDHP)
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: $20.97
Maximum $23.05

Expected Pay Scale
Minimum: $20.97
Maximum: $23.05

Job Summary
Under the direct supervision from the Associate Director of the Harris Family Center for Disability and Health Policy (HFCDHP), provides high quality administrative assistance to the Associate Director, Director, and the department. Handle a variety of duties to include, but not limited to:1. Answering phone calls and routing callers;2. Drafting correspondence;3. Managing calendars and appointments;4. Arranging meetings and conference calls;5. Maintaining student files and other administrative tasks;6. Providing reading/reader duties for written material that is not accessible;Converting documents into accessible formats.

Knowledge, Skills and Abilities
1. | 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 other combinations of skills and abilities. 1. Excellent verbal and written communication skills. Must be able to effectively interact with faculty, staff, administration, students, healthcare professionals, and outside contacts; ability to communicate with others in person, by telephone, and by email. Documents will contain medical terminology; therefore, knowledge of medical terminology is preferred.
2. Ability to work in a fast-paced environment with multiple tasks and be flexible in job assignments. Ability to handle detail-orientated assignments with accuracy and maintain confidentiality.
3. Working knowledge of software and/or applications including but not limited to Microsoft 365 and Zoom. Basic office skills including but not limited to the ability to operate a fax, printer, scanner, telephone, and copy machine.
4. Knowledge of the Americans with Disabilities Act (ADA), the ADA Amendments Act of 2008, Section 504 of the Rehabilitation Act of 1973, as amended, California law, and WesternU and HFCDHP policies, procedures, and guidelines pertaining to students with disabilities in higher education.
5. Must be a skilled and competent reader.

Required Qualifications
Candidate Should have a High School Diploma or G.E.D. and any experience or training that provides the required skills to perform in this position. Basic understanding of medical terminology.

Preferred Qualifications

Posting Date: 07/21/2023
Closing Date:
Open Until Filled: Yes

Special Instructions to Applicants

Essential Job Duties
Essential Job Duties

Job Duties
Administrative and Reception duties

Perform general administrative duties to include drafting correspondence, reports, and meeting minutes, scheduling meetings, filing, posting meetings to the shared Outlook calendar, and other administrative tasks related to the operational needs of HFCDHP. Assists with resource scheduling. This includes reservation and coordination of study rooms and lecture halls to accommodate the delivery of student exams and other Center events and activities. Receive and assist visitors and telephone callers, directing them to the appropriate staff. Notify staff of visitor’s arrival. Inform visitors by answering or directing inquiries. Operate telecommunication system by following manufacturer’s instructions for phone operation. Maintain a safe, secure, and clean reception area by complying with procedures, rules, and regulations. Support continuity among the team by documenting and communicating actions, irregularities, and continuing needs. Monitor the HFCDHP email ( and respond to inquiries timely.

Percentage Of Time

Job Duties
Reader and Accessibility Duties

Work closely with the Associate Director to provide reading/reader duties for written materials that are not accessible. Convert documents into accessible formats.

Percentage Of Time

Job Duties
Student Accommodations

Handle activities related to the enrollment process and services of students such as receiving confidential documentation, scheduling student appointments and follow up phone calls and emails. Initiate and process forms. Create, prepare, and maintain student records, including the scanning and uploading of documents and correspondence. Update and maintain the master student spreadsheet.

Percentage Of Time

Job Duties
Coordination of Meetings

Maintain the Director’s and Associate Director’s calendars, schedule meetings and post them on the appropriate Outlook calendars. Reserve conference rooms and make other necessary arrangements including organizing materials, sending out meeting notices, invitations, or flyers, creating agendas or programs, taking meeting minutes when directed, and coordinating event details.

Percentage Of Time

Job Duties
Other related duties as assigned and in keeping with the classification.

Percentage Of Time

Describe Work Environment
Normal condition will be in a General office environment coverage of the reception is area. The employee will be working with the public handing phone calls, receiving guest and setting up appointments

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