Executive Assistant

Posting Details About WesternU As you take your first step onto a Western University of Health Sciences campus, each path, each person, each structure comes with a transformative story. WesternU is more than the practice of medicine. We are defined by character and culture. At WesternU, you will discover humanism at the heart of every interaction: a warm welcome, a sincere smile, a positive word, a kind deed, a thoughtful gesture. You will see students work together on case studies; a parade of pets in campus parks; student clubs offering opportunities for career growth and community involvement; and faculty, staff and students designing their future and the future of WesternU. We display a collaborative mindset in how we operate, educate, and serve others. Although, geographically, we are two campuses - as humanists, we are one: to enhance and extend the quality of life in our communities and achieve excellence in everything we do. We attract diverse, professional faculty, staff and students that thrive in an environment of humanistic health care education. Join our team of faculty and staff and make a difference. Posting Details Position Title Executive Assistant Position Control Number A03575 Type of Position Administration Position Status Full-time Department 16042-College of Health Sciences-Oregon Campus Western University Campus-Lebanon, OR Position Location Oregon Job Summary Under the direction of Site Dean, performs a wide range of advanced clerical duties related to the operation of the organizational unit and functions of the College of Health Sciences - Oregon.

Knowledge, Skills and Abilities Knowledge of:

Modern executive office management, practices procedures and equipment. Basic arithmetical proficiency. Basic research methods and techniques. Knowledge of and proficiency in the utilization of standard office productivity software programs (e.g., MS Word, Excel, Access, PowerPoint, email), personal computers, and the internet. University, college, division policies and procedures related to the area of assignment. Correct English usage, spelling, grammar, punctuation, and vocabulary. Word processing, graphics, spreadsheet, database, and other software to create documents and materials requiring the interpretation and manipulation of data. Modern office practices, procedures, and equipment. Effective communication, both verbally and in writing. Recordkeeping, files, file sharing, and filing system methods and techniques.

Skills:

Strong organizational skills to prioritize and oversee multiple complex projects and deadlines concurrently. Advanced proficiency in modern office software, including word processing, spreadsheets, presentation software, and data management systems. Excellent written and verbal communication skills, capable of drafting complex reports, correspondence, and presentations for an executive. Strong interpersonal and leadership skills, with the ability to work effectively with diverse groups and lead other administrative staff when necessary. Key enter with speed and accuracy to produce correspondence, reports, spreadsheets, and database management documents. Operate modern office equipment, including a computer, word processing, spreadsheet, and/or specialized software programs and applications, and other standard office equipment.

Ability to:

Ability to work in a collaborative environment and function as a member of the executive's team. Manage multiple and rapidly changing priorities to meet the needs and expectations of executives. Perform a variety of technical support duties related to administration of the organization. Communicate clearly and effectively, both orally and in writing. Understand and follow oral and written directions. Establish and maintain cooperative working relationships with coworkers, other staff, faculty, and administrators. Lead, monitor, and motivate personnel in performing administrative functions. Interpret, apply, explain, and reach sound decisions in accordance with regulations, policies, and procedures. Understand the scope of authority in making independent decisions. Independently perform the essential responsibilities of the position. Plan, organize, and prioritize workload to meet schedules and timelines. Maintain sensitive and confidential information. Compose correspondence and prepare documents with brief instructions. Take and transcribe meeting minutes accurately. Read, understand, learn, and apply pertinent procedures and requirements related to the area of assignment. Organize, research, and maintain complete office files of a confidential nature. Gather, extract, compile, and organize data and information to generate records and reports. Prepare clear, accurate, and concise records and reports. Perform basic mathematical computations. Exercise good judgment and discretion analyzing and resolving confidential and sensitive situations. Demonstrate a commitment to working in an organization that values and promotes humanism.

Required Qualifications Education:

Bachelor's degree.

Experience:

Five to six years of broad and increasingly responsible clerical/secretarial experience, two years of which must have been in an administrative assistant position, preferably in the field of education. OR An equivalent combination of training and experience that could provide the desired knowledge and abilities.

Preferred Qualifications Education:

Master's degree.

Experience:

Experience related or specific to the assigned organization. Experience in higher education environment. Essential Job Duties Key Responsibilities The description below is intended to provide a summary of the typical functions of the position and is not intended to be an exhaustive or comprehensive list of all responsibilities, tasks, and duties of the position: Serve as liaison or coordinator between the supported executive and others relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining university or college policies and procedures, or referring callers to the supported executive or others. Prepares a variety of correspondence, memoranda, reports, statistical reports, and other materials; may compile statistical and financial data and other information for inclusion into special and periodic reports; composes correspondence independently; prepares agendas and meeting materials and distributes meeting packets. Prepares agenda/information, attend meetings, takes minutes and draft material, or compose correspondence as directed. Maintains the executive's calendar; arranges and schedules a variety of meetings, programs, workshops, and conferences as required. Key Responsibilities Make travel arrangements for the executive; completes appropriate forms for meeting registration and reimbursement requests. Prepares requisitions and orders supplies and equipment for the office; assures proper functioning of office equipment. Creates and maintains complex, interrelated administrative, confidential, and legal filing systems and records, including, but not limited to, historical and legal records of the university or college, the executive's correspondence, personnel records, and records of employee, student, and vendor matters. Assist with and oversees the budget activities of the office; monitors expenditures of funds, initiates fund transfers and other procedures necessary to maintain sound day-to-day budget activities. Key Responsibilities Establishes and maintains complex, interrelated administrative filing systems and records. Screens incoming calls and visitors, referring them to the executive or the appropriate staff, providing information as appropriate, or taking accurate and complete messages. Provides liaison functions between the executive and administrators, faculty, students, and members of the public who contact the office with service matters. Schedules meetings and conferences, sets up appointments, and may represent the executive at meetings to obtain or provide information relevant to the executive's responsibilities. Open and routes mail to the executive and other staff, and drafts responses as appropriate. Serve as a resource to other offices for information, policy and practice orientation, and general file materials. Overseeing projects, events and various function related procedures including updating related policies and procedures, form distribution and information/document tracking.

Key Responsibilities General Support:

Performs additional responsibilities as assigned to support the overall objective related to the area of assignment. May provide work direction, training, and/or guidance to other administrative staff, student workers, student assistants, and/or short-term, temporary employees. Other duties as assigned. Posting Details Continued Work Schedule 8AM-5 PM, M-F. Some evenings and weekends. 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 $68,000.00 Annually Maximum $75,000.00 Annually 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 10 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 A00971 Posting Date 02/06/2026 Close Date 02/06/2027 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.