Overview
Administrative Assistant II Jobs in Pomona, CA at Western University of Health Sciences College of Health Sciences
Title: Administrative Assistant II
Company: Western University of Health Sciences College of Health Sciences
Location: Pomona, CA
Company Description
The College of Health Sciences (CHS) at Western University of Health Sciences is committed to addressing the need for skilled health care providers across the U.S. and globally. CHS offers diverse educational opportunities that prepare students for a variety of health careers. The college emphasizes respect for the uniqueness of every patient by fostering an inclusive learning environment. Students engage in both classroom and clinical experiences to become compassionate, competent, and effective health care practitioners.
Role Description
This is a full-time on-site Administrative Assistant II position located in Pomona, CA. Provide administrative support to ensure the effective and continuous operation of the Physician Assistant Department. This role involves coordinating routine departmental functions, supporting faculty and administrative workflows, managing communications, and assisting with documentation and reporting processes. The position requires regular interaction with administration, faculty, staff, students, and the public, while maintaining professionalism, confidentiality, and alignment with institutional values, including a commitment to humanism.
Qualifications
- Good computer skills necessary with the ability to type at the rate of 55 wpm. Ability to set up document formats in Word and Excel. Ability to complete a mail merge.
- Experience with a scanner, calculator, fax machine, copy machine and telephone operation.
- Ability to orally communicate effectively in a concise manner with others, both in person and utilizing a telephone. Ability to effectively interact with administration, faculty, staff, students and general public.
- Ability to communicate effectively in writing using the English language.
- Knowledge of medical terminology is helpful.
- Organizational skills necessary in prioritizing workload to meet long and short-term deadlines and work under time constraints with limited supervision.
- Ability to maintain confidentiality and pass annual required staff training modules.
- Must be a self-starter with the ability to handle projects with accuracy, consistency and minimal direction.
- Must be able to multi-task.
- Flexibility in responding to rapidly changing priorities.
- Flexibility in work schedule to meet department / college / university needs.
- Demonstrate a commitment to working in an organization that values and promotes humanism.
- Must possess a high school diploma or equivalent.
Key Responsibilities
- Assists callers, current students, applicants, guests, Faculty and Administration as needed.
- Maintain department calendar and department email.
- Provides support to Faculty members by transferring phone calls, running quizzes and exams using learning management systems, scanning and filing student records/coursework.
- Assist Department Chair and Department Manager with data collection for ongoing program review and accreditation, grants, surveys and any other special projects.
- Updating alumni rosters.
- Support communication with CDHP and assists with coordination of testing dates, times, passwords, updating excel sheet, preparing scratch papers and emergency printed copies of exams.
- Oversees, maintains and distributes student records. Create exam review folders and updates exam review availability.
- Takes and transcribes meeting minutes.
- Responsible for processing faculty textbook requests.
- Responsible for daily filing and any updating of student and department files and records and maintaining/updating PA program databases.
- Assist with program and college events such as OSCES, GU workshops, interviews, white coat ceremony, commencement, convocation, graduate awards, and new student orientation, etc.
- Supports the clinical education team.
- Other duties as assigned.
