Administrative Assistant II - Full-time / Part-time

At West Coast University, we share a passion for students and transforming healthcare education! As an associate for a certified Great Place to Work, you will join a collaborative, student-centric culture valuing academic integrity, mutual respect, student learning, service, responsiveness, innovation, diversity, and stewardship.  As a part of this team, you will guide students to do more than change their own lives – you will help change the lives of every patient they care for throughout their career.

You will make an impact by: 

• Perform administrative responsibilities by drafting correspondence and reports, communicate with management, faculty, staff, and students, maintain calendars, maintain office records and budgets, process and review mail, arrange meetings, receptions, dinners, conferences, and travel arrangements to ensure professionalism and efficiency in all office operations.
• Assist and coordinate the flow of incoming and outgoing communications by routing documents to and from appropriate parties, including obtaining signatures, gathering, and relaying information as needed and returning signed documents to requestors.
• Responsible for completing expense reports; gather receipts, scan, and enter information in Concur or Excel, and review.
• Assist department with company events; research and arrange payment to vendors, caterers, venues, and conferences. Assist with event set-up and break down, and other miscellaneous event coordination.
• Schedule, organize, and facilitate meetings and events with appropriate offices and agencies, advise/contact participants or invited guests, prepare agendas and programs, arrange for audiovisual and associated support equipment.
• Order and pick up meals and/or refreshments for meetings and other special events.
• Coordinate travel for multiple team members; researching and booking flights, hotels, and transportation.
• Prepare meeting materials, post agendas, and take minutes; maintain permanent records and files; adhere to established procedures relating to minutes, agendas, posting of notices, etc.
• Coordinate incoming and outgoing mail distribution as instructed, prepare labels, mailings, and FedEx packages.

Your Experience Includes:

• Minimum of three years’ experience performing complex and responsible office and administrative/secretarial duties, preferably including some administrative support work for one or more managers in an academic or business office environment.
• Comprehensive knowledge of office systems, practices, and administration.
• Ability to work in a fast-paced environment.
• Proficient in Microsoft Office and intermediate in Word, Excel, PowerPoint, and Visio.
• Must have a solid understanding of Outlook email, calendar, and scheduling assistant.
• Must be able to focus on the objectives in challenging circumstances.

Education:

• High school graduate or equivalent required.
• Associates degree or coursework in accounting, administrative and personnel management, and data processing preferred.