Administrative Assistant

Under the direct supervision from the Associate Director of the Harris Family Center for Disability and Health Policy (HFCDHP), the position will assist students with disabilities at the Western University of Health Sciences' Lebanon Campus requesting accommodations by guiding them through the interactive process, facilitating accommodation services, and the checkout and return of assistive technology. Knowledge, Skills and Abilities Individuals must possess the knowledge, skills, and abilities or be able to perform the essential functions of the assigned classification, with or without reasonable accommodation(s), using some other combination of skills and abilities. Necessary knowledge, skills, and abilities are as follows:

Knowledge:

Working knowledge of the Americans with Disabilities Act (ADA), the ADA Amendments Act of 2008, Section 504 of the Rehabilitation Act of 1973, as amended, and WesternU and HFCDHP policies, procedures, and guidelines pertaining to students with disabilities in higher education.

Skills:

Skilled in making decisions using sound judgment. Excellent computer skills including the ability to navigate Microsoft 365 and Zoom, draft and format documents in Word, Excel, Access, Outlook, Publisher and any other software program required for this position. Excellent verbal and written communication skills. Must be able to effectively interact with faculty, staff, administration, students, healthcare professionals, and outside contacts.

Abilities:

Demonstrate a commitment to working in an organization that values and promotes humanism. Ability to operate the following office equipment: computer, fax, printer, scanner, telephone, and copy machine. Ability to work in a fast-paced environment carrying out multiple tasks and be flexible in job assignments. Ability to handle detail-orientated assignments with accuracy and maintain confidentiality. Ability to communicate with others in person, by telephone, and by email. Documents will contain medical terminology; therefore, knowledge of medical terminology is preferred.

Required Qualifications Education:

High School Diploma or G.E.D.

Experience or Training:

Two to three years of relevant work experience or training that provides the necessary skills to perform the duties of this position.

Special Requirements, Licenses, and Certifications:

Ability to transport oneself to required work-related events (motor vehicle, public transportation, etc.).

Preferred Qualifications Education:

A.A. or A.S. Degree.

Experience:

Basic understanding of medical terminology.

Essential Job Duties Key Responsibilities Proctoring of Exams:

Works in collaboration with HFCDHP's Administrative Associate I to provide proctoring services for students with disabilities who are approved for this accommodation at the Lebanon Campus. Collaborating with the College Accommodation Liaisons regarding the scheduling of exams and obtaining required information. Reserving rooms and assigning exam rooms. Maintaining exam spreadsheets. Sending exam notices. Scheduling proctors, readers, and scribes as needed. Setting up Zoom sessions for remote exams. Creating proctor forms; proctoring exams in-person and remotely. Verifying hours worked for proctors, readers, and scribes. Maintaining records related to student/college communication; and case noting all encounters.

Key Responsibilities Coordination of Accommodation Services:

Coordinate the provision of notetaking services, surrogates, accessible furniture, scheduling of real-time captioners and sign language interpreters, and the checkout/return of equipment maintained in the assistive technology lending library for enrolled students at the Lebanon Campus. Enter and review data maintained in office databases. Communicate in written and oral formats with students, peer notetakers, staff, and faculty to coordinate accommodation services, schedule and conduct notetaking recruitments, provide timely follow up to identified notetakers to orient them to procedures and practices. Inventory, check out, and ensure the return of assistive technology in accordance with established policies and guidelines. Coordinate students' requests for surrogates and alternative furniture with on campus departments. Orient students to campus, accommodations, and campus evacuation procedures as needed. Maintain case notes of encounters. Contribute to reports in written and oral formats regarding the provision of services and accommodations for students.

Key Responsibilities Administrative and Reception Duties:

Performs general administrative duties to include drafting correspondence, reports, scheduling accommodation-related meetings, uploading files to the shared drive, case noting, posting meetings to the shared Outlook calendar, and other administrative tasks related to the operational needs of the HFCDHP-Lebanon Campus. Assists with resource scheduling. This includes reservation and coordination of rooms to accommodate the delivery of accommodations and other Center events and activities. Receives and assists visitors and telephone callers. Supports continuity among the team by documenting and communicating actions, irregularities, and continuing needs. Key Responsibilities Other Duties as

Assigned:

Collaborates with HFCDHP staff through departmental meetings and work groups to enhance the services provided to students with disabilities. Carries out other office responsibilities as assigned in keeping with their classification. These may include but are not limited to: Attendance at a variety of departmental meetings and trainings. Assisting with HFCDHP events for enrolled students, and representing HFCDHP at events and meetings held at the Lebanon Campus. Posting Details Continued Work Schedule Monday-Friday 8:00 AM-12:00 PM. Although hours may vary from day to day. Changes in schedule maybe required for early morning, evening, and weekend hours based on HFCDHP and WesternU events and operational needs. Working at WesternU We believe in making an impact in the lives of our employees, personally, and professionally. Every employee has different individual and/or family needs. We offer benefits that are both comprehensive and flexible to address your unique needs. We believe work-life harmony is positive and achievable. We offer competitive salaries, generous paid time off, insurance plans, reimbursements, and retirement benefits. Additionally, Our faculty, staff, and administrators are 100% focused on student success. Our University culture creates the context for a nurturing and supportive environment. Faculty, staff, and students can expect to make deep, personal relationships within the University community. As a Faculty, Staff, or Student at WesternU, you can focus on work that you love, be your authentic self, and lead to the future with innovation in health sciences. WesternU's core value of humanism encourages all to bring their whole self in all that they do. We are committed to fostering a culture of respect, equity, collaboration, and fun at all levels for all people! Expected Pay Scale Minimum $20.97 Hourly Maximum $20.97 Hourly Physical Demands Physical Demands Do the essential functions of this job require lifting? Yes 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 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 25 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. Posting Information Posting Number S01780 Posting Date 05/14/2026 Close Date 05/14/2027 Open Until Filled Yes Conditions of Employment - Background Check To secure employment, successful fulfillment of a background check, including a criminal records check, may be required. Western University of Health Sciences will extend a conditional offer of employment, subject to rescission if the background check unveils disqualifying information or if it is found that the candidate deliberately withheld or misrepresented information. Non-completion of the background check to satisfaction may impact the ongoing employment of a current Western University of Health Sciences employee who received a conditional offer for the position. Pay Transparency Act Pay Transparency Act- Western University of Health Sciences is required to provide a reasonable estimate of the compensation range for this role. This range considers various factors in making compensation decisions, including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The Expected Pay Scale is defined as the budgeted salary or hourly range that the University reasonably expects to pay for this position. Placement within the Expected Pay Scale is determined by internal equity and relevant qualifications. Equal Opportunity Statement (EEO) It is the policy of Western University to provide equal employment opportunity to all employees and applicants for employment as required by law without regard to age, race, color, national origin ancestry, citizenship, ethnicity, creed, religion or religious creed, sex or gender (including gender identity), marital status, sexual orientation, disability (both physical and mental) including HIV and AIDS, medical condition (cancer and genetic characteristics), pregnancy (which includes childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), age, genetic information, military and veteran status, or any other applicable protected characteristic as outlined by federal, state, or local laws.

This policy applies to all employment practices within WesternU including without limitation, hiring, recruiting, promotion, termination, layoffs, leave of absence, compensation, benefits, and training. WesternU makes hiring decisions based solely on qualifications, merits, and business needs at the time. Applicant Documents Required Documents Resume Optional Documents Cover Letter Letter of Recommendation #1 Letter of Recommendation #2 Letter of Recommendation #3 Additional Applicant Document Required License/Certification