Operations Associate

Western University of Health Sciences


Date: 2 days ago
City: Pomona, CA
Contract type: Full time
Western University of Health Sciences
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





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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