Administrative Associate II

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.

Expected Pay Scale

Minimum: $29.83 Hourly
Maximum $29.83 Hourly

Job Summary

The primary purpose of this position is to enhance the effectiveness of the College of Pharmacy by supporting its administrators and faculty of the College of Pharmacy.

This is accomplished by ensuring that the college's day-to-day activities are completed in a timely and professional manner.

Allowing supported Administrators and Faculty to focus on the College's overall mission and accreditation.

The Administrative Associate provides administrative and secretarial support to the Chair of the Department of Pharmacy Practice and Administration (PPAD), assigned administrators, faculty, and our postdoctoral fellows and residents.

Knowledge, Skills and Abilities

Individuals must possess the knowledge, skills and abilities to be able to perform the essential functions of this job, with or without reasonable accommodation:

• Excellent verbal and written communication skills. Ability to interact with administration, faculty, staff, and students.
• Good computer skills necessary to set up document formats in Word, Excel, Elantra, Google Docs, and any other software programs as required by this position.
• Strong mathematical skills.
• Ability to handle detail-oriented assignments and be flexible with job assignments. Ability to use independent judgment and maintain confidentiality.
• The ability to communicate project status clearly and regularly.
• Demonstrate a commitment to working for an organization that values and promotes humanism.

Required Qualifications

Education and Training:

• AA/AS with 2 or more years of related experience, and training that provides the candidate with the required knowledge, skills, and abilities.

Preferred Qualifications

• Preferences will be given to candidates holding a Bachelor of Arts or Bachelor of Science Degree. Additional preference factors are as follows:
  • Experience in taking meeting minutes.
  • Work experience in an academic setting supporting faculty and/or academic leaders.

Posting Date: 09/22/2026
Closing Date: 09/22/2027

Essential Job Duties

• Support the Chair of the Department of Pharmacy Practice and Administration.
• Serves as liaison between the Department Chair, visitors, arranging faculty meetings, editing, proofreading, and distributing confidential office material, maintaining files, and supporting assigned committees.
• Supports the Fellowship and Residency Oversight Committee (FROC). Responsible for the following:
  • New Resident or Fellow intake meetings, white coat, business cards.
  • Coordinating FROC meetings including coordinating VIP travel and hotel arrangements, ordering and food for FROC meetings when needed.
  • Coordinating the FROC assessment program using Google, Microsoft, or Qualtrics surveys.
  • Coordinate the end of Residency & Fellowship activities including end of program certificates and celebration.
• Provides administrative and secretarial support to assigned administrators and faculty members, college committees, and the educational programs of the College.
• Plans and prepares for various events in conjunction with the Department Chair or assigned faculty. This includes travel and housing arrangements for department guests.
• Acting as a point of contact and host for the department's invited VIPs, guests, and faculty candidates. Supports the department's search committee.
• Prepares and distributes documents for college programs.
• Corresponds with internal and external constituents.
• Prepares, and distributes reports and minutes as required.
• Maintains department calendar, and coordinates with the College and University calendars.
• Supports the College and University's special event programs including but not limited to the following: Honors Day Program, Ray Symposium, Commencement Dinner Dance, Commencement, Student Interview days and student recruitment events. These events take place during the normal workday but can occur on weekends and during the evenings.
• Maintains department files, department meeting minutes, prepares documents for distribution, and coordinating external communications as needed.
• Provides support by processing purchase orders, check requisitions, travel & credit card reimbursement reports.
• These duties are representative of the type of duties and tasks assigned to this position and not a comprehensive list of duties.
• The College reserves the right to update or change assigned duties to meet the needs of the College.

To apply, visit https://jobs.westernu.edu/postings/37539