Operations Associate
Western University of Health Sciences
Date: 2 days ago
City: Pomona, CA
Contract type: Full time
Position provides administrative support to the Director of Operations for the College of Veterinary Medicine. This individual will be relied on to provide accurate data and assist in the execution of various short, medium, and long-term projects as deemed necessary to carry out the mission of the College and University
Position reports to the Director of Operations for the College of Veterinary Medicine
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. Ability to work collaboratively and cooperatively with diverse units and personalities within the College and across the University
2. Ability to maintain confidentiality is essential
3. Expert level Excel user with the ability to create and manage complex spreadsheets
4. Ability to use multiple computer programs as needed to accomplish essential job functions (Microsoft Word, Power Point, Outlook, etc.). Experience with MS Project helpful
5. Organizational skills necessary to prioritize workload to meet long and short-term deadlines
6. Flexibility in job assignments to meet departmental priorities and emerging or unplanned initiatives
7. Ability to handle detail-oriented assignments with accuracy and consistency, with minimal supervision
8. Excellent oral and written communications skills. Ability to interact effectively with administration, faculty, staff, and students is a top priority
9. Advanced mathematical skills, including the ability to operate a 10-key calculator
Required Qualifications
1. High School Diploma or GED
2. Experience: 4-6 years support staff experience in a large, high volume office setting
List comments regarding work hours
Typical schedule is Mon – Fri, 8:00 am to 5:00 pm. Some evenings and weekends will be required throughout the year as needed
Posting Date 01/24/2023 Close Date Open Until Filled Yes Special Instructions to Applicants
Essential Job Duties
Job Duties
Assists the Director of Operations in generating check requisitions, materials requisitions, and budget transfers, and credit card expense reports
Percentage Of Time
20
Job Duties
Assists in the preparation of Year 3 and 4 honorarium payments. Works closely with Year 3 and 4 Admin staff
Percentage Of Time
20
Job Duties
Assist the Director of Operations in record keeping, invoice and statement reconciliation, payment status follow up, etc
Percentage Of Time
10
Job Duties
Manages calendars, schedules meetings/appointments, handles routine correspondence/inquires, maintains files, and provides general office support for the Director of Operations
Percentage Of Time
10
Job Duties
Assists the Director of Operations in producing, maintaining, and updating information, scheduling and planning pertaining to accreditation processes, Board of Trustees reporting, and Strategic Initiatives
Percentage Of Time
10
Job Duties
Organizes, designs, and/or manages special projects, as assigned by the Director of Operations
Percentage Of Time
10
Job Duties
Assists with the development and oversight of project schedules and timelines for the College of Veterinary Medicine including space planning, facilities requests, etc
Percentage Of Time
10
Job Duties
Assists with travel reports and reimbursements through Concur, including training of faculty and staff when needed
Percentage Of Time
5
Job Duties
Other duties as assigned
Percentage Of Time
5
Physical Demands
Do the essential functions of this job require lifting?
No
If yes, list maximum weight and duration
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 made 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, reach with hands and arms, and stoop. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move or push up to 25 pounds. Specific vision abilities required by this job include close vision
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 made to enable individuals with disabilities to perform the essential functions
Duties of the position are normally performed in a typical office setting. Occasionally the employee is exposed to outdoor weather conditions. The noise level in this setting is usually moderate due to telephone calls, office equipment, and normal student traffic
Required Documents
Optional Documents
Position reports to the Director of Operations for the College of Veterinary Medicine
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. Ability to work collaboratively and cooperatively with diverse units and personalities within the College and across the University
2. Ability to maintain confidentiality is essential
3. Expert level Excel user with the ability to create and manage complex spreadsheets
4. Ability to use multiple computer programs as needed to accomplish essential job functions (Microsoft Word, Power Point, Outlook, etc.). Experience with MS Project helpful
5. Organizational skills necessary to prioritize workload to meet long and short-term deadlines
6. Flexibility in job assignments to meet departmental priorities and emerging or unplanned initiatives
7. Ability to handle detail-oriented assignments with accuracy and consistency, with minimal supervision
8. Excellent oral and written communications skills. Ability to interact effectively with administration, faculty, staff, and students is a top priority
9. Advanced mathematical skills, including the ability to operate a 10-key calculator
Required Qualifications
1. High School Diploma or GED
2. Experience: 4-6 years support staff experience in a large, high volume office setting
List comments regarding work hours
Typical schedule is Mon – Fri, 8:00 am to 5:00 pm. Some evenings and weekends will be required throughout the year as needed
Posting Date 01/24/2023 Close Date Open Until Filled Yes Special Instructions to Applicants
Essential Job Duties
Job Duties
Assists the Director of Operations in generating check requisitions, materials requisitions, and budget transfers, and credit card expense reports
Percentage Of Time
20
Job Duties
Assists in the preparation of Year 3 and 4 honorarium payments. Works closely with Year 3 and 4 Admin staff
Percentage Of Time
20
Job Duties
Assist the Director of Operations in record keeping, invoice and statement reconciliation, payment status follow up, etc
Percentage Of Time
10
Job Duties
Manages calendars, schedules meetings/appointments, handles routine correspondence/inquires, maintains files, and provides general office support for the Director of Operations
Percentage Of Time
10
Job Duties
Assists the Director of Operations in producing, maintaining, and updating information, scheduling and planning pertaining to accreditation processes, Board of Trustees reporting, and Strategic Initiatives
Percentage Of Time
10
Job Duties
Organizes, designs, and/or manages special projects, as assigned by the Director of Operations
Percentage Of Time
10
Job Duties
Assists with the development and oversight of project schedules and timelines for the College of Veterinary Medicine including space planning, facilities requests, etc
Percentage Of Time
10
Job Duties
Assists with travel reports and reimbursements through Concur, including training of faculty and staff when needed
Percentage Of Time
5
Job Duties
Other duties as assigned
Percentage Of Time
5
Physical Demands
Physical Demands
Do the essential functions of this job require lifting?
No
If yes, list maximum weight and duration
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 made 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, reach with hands and arms, and stoop. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move or push up to 25 pounds. Specific vision abilities required by this job include close vision
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 made to enable individuals with disabilities to perform the essential functions
Duties of the position are normally performed in a typical office setting. Occasionally the employee is exposed to outdoor weather conditions. The noise level in this setting is usually moderate due to telephone calls, office equipment, and normal student traffic
Applicant Documents
Required Documents
- Resume
Optional Documents
- Cover Letter
- Letter of Recommendation #1
- Letter of Recommendation #2
- Letter of Recommendation #3
- Additional Applicant Document
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