Administrative Assistant

Job Summary

The primary purpose of the Administrative Assistant is to enhance the effectiveness of the College of Pharmacy by supporting the College’s Faculty, mission, and goals.

This is accomplished by ensuring that all day-to-day activities and projects assigned by supported faculty (6+) and the Senior Director of Operations are completed accurately and delivered when expected.

The key success factor for this position is timely and regular communication. Knowledge, Skills and Abilities Individuals must possess the knowledge, skills, and abilities to perform the essential duties of the position.

The duties of this position can be performed, with or without reasonable accommodation.

1. Good computer skills developed during academic training and employment in an office setting. This position will require the candidate to be able to quickly setup document formats in Microsoft Word, Excel, PowerPoint, and any other typical software programs that may be required of this position.

Ability to compose and proofread text written correspondence.

2. Good math skills, including the ability to setup simple formulas in spreadsheets.

3. This position will be required to regularly communicate clearly and concisely with faculty, staff colleagues, administrators, and campus guest.

This communication is expected to use the appropriate channel.

4. This position will provide administrative support to 6-10 faculty members, assigned committees requiring the taking of minutes, event setup and scheduling, guest hosting including travel arrangements and reimbursements.

Project and time management along with timely communication is key to the success in these duties.

5. Must be able to work and communicate effectively as a team member or team leader and with other members of the college / campus community.

Required Qualifications 1. Education :

BA or BS degree with 1 year of Administrative Assistant experience

AA / AS degree with 2 years of applicable experience. List comments regarding work hours This is a campus-based position;

location 309 E. 2nd St. Pomona, CA 91766

Work hours are Monday through Friday, 8 am to 5 pm.

Infrequent weekends and evenings are required to meet the needs and mission of the College. Posting Date 02 / 26 / 2024 Close Date Open Until Filled Yes Special Instructions to Applicants Please provide 3 professional or academic letters of recommendation with your application.

Essential Job Duties Job Duties Provides administrative and secretarial support to assigned Administrators (2-3), Faculty 5-6, College Committees, and the educational programs of the College.

Booking travel, processing reimbursements, scheduling rooms, ordering supplies, coordinating food for meetings, meeting minutes, Percentage Of Time 40% Job Duties Provides support by accepting, acknowledging, and completing assigned projects and tasks in a timely and professional manner.

Providing regular, timely updates to appropriate parties.

Proactively communicating the status of assigned projects and assignments regularly.

Proactively seeks new projects or assignments. Percentage Of Time 5% Job Duties Process purchase orders, check requisitions, travel & credit card reports within established timelines.

Keeps all supported administrators and faculty members apprised of the status of the above. Percentage Of Time 10% Job Duties Plans and prepares for various events, this includes all guest arrangements and on campus hosting.

Communicate all critical travel and event information to key members of the college community and visiting guests of the college.

Percentage Of Time 10% Job Duties Facilitate an effective and professional communication channel between supported administrations, faculty members of the college and members of the WesternU internal and external community.

Percentage Of Time 5% Job Duties Supports the Reception Desk by assisting in lunch / break coverage and the distribution of mail and student material.

As needed this position will be assigned to support any of the college’s other projects and assignments helping the college meet the goals of its mission.

This is not intended to be an exhaustive list of all responsibilities and duties for this position. The University / College reserves the right to add or change duties at any time. Percentage Of Time 30%