Administrative Associate Job at Western University of Health Sciences
Provide administrative and support services for the Associate Dean for Administration and Research at the College of Graduate Nursing. Assist and support the WU-Faculty Academy Region 9 (WU-FAR9) project Program Directors and Coordinators as directed. Report to the Manager, Fiscal and Grant Operations.
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 some other combination of skills and abilities.
1. Proficient in software applications including but not limited to MS Outlook, Word, Excel, PowerPoint, Teams as well as video communications (i.e. Zoom) and internet and database applications. Knowledgeable of learning management systems (i.e. Canvas).
2. Able to learn new software, processes and procedures quickly.
3. Able to maintain confidentiality regarding job assignments and sensitive issues.
4. Able to work with internal and external individuals from different professions and different levels of training and education.
5. Possess strong written and verbal communication skills.
6. Self-motivated and able to work effectively in a team environment.
7. Flexible and adaptable. Enjoy working in a dynamic environment
8. Able to work evenings/weekends on an as-needed basis to support scheduled program activities and events
9. Possess excellent organizational skills.
10. Maintain a positive attitude and work-ethic.
Required Qualifications
1. Proficient in software applications including but not limited to MS Outlook, Word, Excel, PowerPoint, Teams as well as video communications (i.e. Zoom) and internet and database applications. Knowledgeable of learning management systems (i.e. Canvas).
2. Able to learn new software, processes and procedures quickly.
3. Able to maintain confidentiality regarding job assignments and sensitive issues.
4. Able to work with internal and external individuals from different professions and different levels of training and education.
5. Possess strong written and verbal communication skills.
6. Self-motivated and able to work effectively in a team environment.
7. Flexible and adaptable. Enjoy working in a dynamic environment
8. Able to work evenings/weekends on an as-needed basis to support scheduled program activities and events
9. Possess excellent organizational skills.
10. Maintain a positive attitude and work-ethic.
1. Education: Bachelor’s degree or equivalent experience that provides the required knowledge, skills and abilities for the position.
2. Experience: 2-3 years administrative experience in an academic or business support setting.
List comments regarding work hours
2. Experience: 2-3 years administrative experience in an academic or business support setting.
Typically Monday to Friday 8 AM to 5 PM. Able to work on-campus a minimum of 3 days per week.
Posting Date 01/05/2023 Close Date Open Until Filled Yes Special Instructions to Applicants
Three professional references will be contacted at an appropriate time in the interview/hiring process.
Essential Job Duties
Job Duties
1. Grant Administrative Support
Under the guidance of the Manager of Fiscal and Grant Operations, provide administrative support to the Associate Dean for Administration and Research at the College of Graduate Nursing (CGN) for the WesternU Region 9 Faculty Academy (WU-FAR9) project and associated grant activities to include:
Under the guidance of the Manager of Fiscal and Grant Operations, provide administrative support to the Associate Dean for Administration and Research at the College of Graduate Nursing (CGN) for the WesternU Region 9 Faculty Academy (WU-FAR9) project and associated grant activities to include:
- assist in preparing quarterly and annual grant reports.
- assist with maintaining databases of clinical and community agencies in partnership with the nursing colleges, and clinical partners in need of preceptors.
- assist with editing and maintaining the annual calendar of WU-FAR9 formal nurse education offerings of virtual and live trainings.
- prepare for, attend, and document grant related meetings to include taking and distributing minutes to participants.
Percentage Of Time
50
Job Duties
2. Grant Operations and Event Support
Work with the Manager of Fiscal and Grant Operations, Associate Dean for Administration and Research, and other college and WU-FAR9 program personnel to help coordinate and support grant operations and events to include:
Work with the Manager of Fiscal and Grant Operations, Associate Dean for Administration and Research, and other college and WU-FAR9 program personnel to help coordinate and support grant operations and events to include:
- Assist in organizing events to include securing venue location, placing catering orders, coordinating supplies, printing, etc.
- Act as primary liaison and maintain lines of communication between various academic, clinical and community partners involved in the project.
- Support booking and expensing travel using the Concur system.
- Assist in processing reimbursements and payments to vendors and partners as needed.
Percentage Of Time
25
Job Duties
3. General Administrative Support
Provide general administrative support to the Associate Dean for Administration and Research at the College of Graduate Nursing to include:
Provide general administrative support to the Associate Dean for Administration and Research at the College of Graduate Nursing to include:
- assist in preparing written and electronic communications.
- assist with internet and database projects to update records,
- maintain calendar of events to include arranging, changing and confirming appointments
- schedule onsite and offsite meeting with grant partners, stakeholders, etc.
Percentage Of Time
20
Job Duties
4. College and University Support
Participate as a College of Graduate Nursing staff member to include:
Participate as a College of Graduate Nursing staff member to include:
- Participate in all university and CGN events requiring “all-hands” staff support.
- Participate in CGN meetings such as monthly Dean’s Collaborative, weekly staff meetings, and grant and academic program meetings as directed.
- Perform other duties as assigned in support of the project and college.
Percentage Of Time
5
Physical Demands
Physical Demands
Do the essential functions of this job require lifting?
Yes
If yes, list maximum weight and duration
WesternU Policy requires persons employed by the University to provide proof of vaccination against the SARS-CoV2 (COVID-19), subject to limited exemptions, regardless of whether the employee is on-site or working authorized to work remotely. Exempted employees, or those whose status of full vaccination is pending, will be required to submit to regular COVID-19 testing for in-person/on-campus work assignments.
The physical demands described here are representative of those that must be met by any employee to successfully perform the essential functions of this job. Reasonable accommodations may be available to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to use hands to operate a PC in the performance of job duties, and talk or hear. The employee is regularly required to sit, and reach with hands and arms, and occasionally required to stand, walk, stoop, and smell. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close, distance, and peripheral vision, depth perception and the ability to focus.
The physical demands described here are representative of those that must be met by any employee to successfully perform the essential functions of this job. Reasonable accommodations may be available to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to use hands to operate a PC in the performance of job duties, and talk or hear. The employee is regularly required to sit, and reach with hands and arms, and occasionally required to stand, walk, stoop, and smell. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close, distance, and peripheral vision, depth perception and the ability to focus.
Describe Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be available to enable individuals with disabilities to perform the essential functions.
Duties are normally performed in a typical office setting. The noise level in this setting is typically low to moderate.
Duties are normally performed in a typical office setting. The noise level in this setting is typically low to moderate.
Applicant Documents
Required Documents
Optional Documents
- Resume
- Cover Letter
- Letter of Recommendation #1
- Letter of Recommendation #2
- Letter of Recommendation #3
- Additional Applicant Document
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