Office Coordinator - 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 Office Coordinator Position Control Number 998436 Type of Position Staff Position Status Full-time Campus Western University Campus-Pomona, CA Position Location California Department 4201-Harris Family Center for Disability and Health Policy Job Summary Coordinates and implements an efficient office system for the Harris Family Center for Disability and Health Policy (HFCDHP). Performs administrative assistant work of average difficulty, involving independent judgment, for the Director, the Associate Director, and the department.Knowledge, Skills and Abilities 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 combination of skills and abilities.

• Excellent computer and Microsoft Office software skills necessary in order to set up document formats, and any other software programs required by this position.
• 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 E-mail.
• Ability to work in a fast-paced environment with multiple tasks and be flexible in job assignments.
• Ability to handle detail-oriented assignments with accuracy and maintain confidentiality.
• 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.

Required Qualifications

• Education: Any combination of education and/or experience equivalent to an AA/AS degree with any combination of training or experience that provides the required knowledge, skills, and abilities.
• Experience: 4-5 years of administrative experience or 4-5 years' experience in a healthcare education program. 6+ years of experience preferred

Preferred Qualifications

• Education: Bachelor's degree is preferred

Essential Job Duties Key Responsibilities

• Coordinates correspondence, reports, meetings, minutes, and general responsibilities related to HFCDHP

Key Responsibilities

• Coordinates student and department events. For example, making flyers, email communication, and forms for distribution.

Key Responsibilities

• Works with the Director/Associate Director to create policies and procedures for the department.

Key Responsibilities

• Works with the Director/Associate Director to hire and train new staff members.

Key Responsibilities

• Function as one of HFCDHP's primary resource schedulers. This includes reservation and coordination of study rooms, lecture halls, to accommodate the delivery of student exams as well as other department events and activities.
• Assists with note-taker accommodations. This includes peer note-takers and note-taker app/software (such as Otter); work with Tech Support to manage access to Canvas and SharePoint files; maintain records related to student communication, case notes and peer note-taker timecards.
• Assist with students' exams. This includes exam schedule and/or materials; reserve rooms for exams and Zoom sessions as needed; serve as the point of contact for students regarding exams; proctor exams and/or schedule proctors as needed; responsible to receive and submit time sheets for proctors, readers, and scribes; maintain records related to student/college communication and case notes.

Key Responsibilities

• Coordinate ASL interpreters, Remote CART, and closed caption of videos for students.
• Work with students, college faculty and staff to schedule services with vendor; responsible to verify that invoices submitted by vendor are accurate; maintain records related to student/college/vendor communication and case notes.

Key Responsibilities

• Coordinate travel itinerary for Director/Associate Director, HF-CDHP.
• Maintains the website for the department.

Key Responsibilities

• Performs other duties as assigned

Posting Details Continued Work Schedule

• Monday through Friday 8:00AM - 5:00PM. Hours may vary based on student exams.
• Occasional evenings and weekend hours may occur based on WesternU events.

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 $30.00 Hourly Maximum $34.54 Hourly