Executive Assistant - Western University of Health Sciences : Job Details

Posting DetailsAbout WesternU As you take your first step onto a Western University of Health Sciences campus, each path, each person, each structure comes with a transformative story. WesternU is more than the practice of medicine. We are defined by character and culture.At WesternU, you will discover humanism at the heart of every interaction: a warm welcome, a sincere smile, a positive word, a kind deed, a thoughtful gesture. You will see students work together on case studies; a parade of pets in campus parks; student clubs offering opportunities for career growth and community involvement; and faculty, staff and students designing their future and the future of WesternU. We display a collaborative mindset in how we operate, educate, and serve others.Although, geographically, we are two campuses - as humanists, we are one: to enhance and extend the quality of life in our communities and achieve excellence in everything we do. We attract diverse, professional faculty, staff and students that thrive in an environment of humanistic health care education. Join our team of faculty and staff and make a difference.Posting Details Position Title Executive Assistant Position Control Number 998425 Type of Position Administration Position Status Full-time Department 2001-College of Optometry Campus Western University Campus-Pomona, CA Position Location California Job Summary The Executive Assistant provides high-level administrative and operational support to the College Dean and Associate Dean of Academic Affairs. This position plays a vital role in ensuring the smooth and efficient functioning of the academic leadership office. The Executive Assistant exercises sound judgment, demonstrates a high level of professionalism, maintains confidentiality, and contributes to the effectiveness and efficiency of the College's leadership team.Knowledge, Skills and Abilities Individuals must possess these knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

• Superior computer skills necessary to establish and maintain filing and data systems. Must be able to create and format documents in Microsoft Office.
• Must be a self-assured, experienced leader who is able to interact with senior executives, anticipate potential problems, and initiate solutions in concert with the Dean/Associate Deans. Must be able to initiate correspondence in support of the Dean and/or Associate Dean responses. Must be able to manage a crisis with upset customers or calm a faculty member or student. Must be able to prioritize and schedule meetings for resolution of problematic issues on a broad scale.
• Excellent verbal and written communication skills. Ability to interact with administration, faculty, staff, and students in a highly responsive and professional manner, be culturally sensitive and maintain confidentiality.
• Ability to compose non-routine correspondence in an independent manner is essential.
• Must be able to work in a fast-paced environment and be flexible in job assignments.
• Must be able to compose accurate minutes from a variety of strategic and routine meetings.

Required Qualifications

• Education: Any combination, training or experience that provides the required knowledge, skills, and abilities.
• Experience: 3-5 years prior executive administrative experience.

Preferred Qualifications

• BS/BA degree preferred.

Essential Job Duties Key Responsibilities

• Manage complex calendars, schedule meetings, and coordinate travel and event logistics for the College Dean and Associate Dean.
• Coordinate and secure comprehensive travel logistics to include itineraries, transportation, and accommodations for the College Dean, Associate Dean of Academic Affairs, and visitors of the College.
• Coordinate college functions, meetings, and events, as assigned, including coordination of facilities, travel, catering, materials, etc.

Key Responsibilities

• Draft, edit, and proofread documents, correspondence, reports, and presentations with a high degree of accuracy and professionalism.
• Track and support time-sensitive projects and institutional reporting requirements, ensuring timely submission and follow-through.
• Maintain organized filing systems-digital and physical-for easy access to records, reports, and institutional documents.

Key Responsibilities

• Support the Student Performance Committee (SPC) with arranging meetings, taking minutes, communicating with committee members, ensuring adherence to all appropriate policies and procedures, and sending out communications to students.
• Support the Admissions Committee with taking minutes, coordinating interview days, communicating scholarship information, facilitating faculty interviews and student ambassadors, and communicating with the University Student Admissions team.
• Support the Faculty Search committee by communicating with candidates regarding applications and coordination of their travel. Assist in developing the visit agenda and events associated with candidate interviews.

Key Responsibilities

• Serve as a primary point of contact for internal and external communications, responding on behalf of leadership as appropriate. Facilitate communication and coordinate meetings with senior management deans, deans, faculty, staff, students, prospective students, community leaders, and constituencies, including preparing agendas, recording meeting minutes, and distributing follow-up communications.
• Serve as resource to others concerning departmental and University procedures or resolution of moderate to complex issues. Interacts with University offices facilitating communication and information exchange.
• Handle confidential information with discretion and integrity in accordance with college policies.

Key Responsibilities

• Develop and implement comprehensive standard operating procedures and college level policies and procedures to ensure consistency, efficiency, and compliance.
• Research and gather data for college reports. Conduct preliminary analysis of data and recommend report content and format for most effective documentation of data.

Key Responsibilities

• Provide support relating to the accreditation of the College of Optometry including communication with internal stakeholders, preparation of documents, material development, and coordinating logistics for site visits.
• Perform other duties as assigned. The University/College reserves the right to add or change duties at any time.

Posting Details Continued Work Schedule Exempt position; typical working week is Monday - Friday, 8am - 5pm. Occasional nights and weekends required.Working at WesternU We believe in making an impact in the lives of our employees, personally, and professionally. Every employee has different individual and/or family needs. We offer benefits that are both comprehensive and flexible to address your unique needs. We believe work-life harmony is positive and achievable.We offer competitive salaries, generous paid time off, insurance plans, reimbursements, and retirement benefits. Additionally,• Our faculty, staff, and administrators are 100% focused on student success.• Our University culture creates the context for a nurturing and supportive environment.• Faculty, staff, and students can expect to make deep, personal relationships within the University community.• As a Faculty, Staff, or Student at WesternU, you can focus on work that you love, be your authentic self, and lead to the future with innovation in health sciences.• WesternU's core value of humanism encourages all to bring their whole self in all that they do.• We are committed to fostering a culture of respect, equity, collaboration, and fun at all levels for all people!Expected Pay Scale Minimum $68,640.00 Annually Maximum $70,000.00 Annually