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Reporting to the Interim Vice President of External Affairs, the Administrative Associate II for University Advancement at Western University of Health Sciences plays a key role in supporting executive leadership by efficiently managing calendars, travel arrangements, communications, and administrative operations. This position also provides administrative support for University Events,, assisting with the planning, coordination, and execution of university and departmental events. Additionally, the Administrative Associate II supports advancement operations through donor gift processing, gift documentation, donor acknowledgment correspondence, and constituent record management. By serving as a central point of contact and providing critical logistical, operational, and organizational support, this position enhances the effectiveness of the University Advancement team and contributes to the university's strategic advancement and engagement goals. 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 of:

Advancement relationship management systems preferred but not required (e.g., Raiser's Edge, Raiser's Edge NXT). Microsoft Office Suite and related business software applications. Administrative and office management practices. University, nonprofit, or advancement operations and customer service principles. Professional business communication practices and etiquette.

Skills:

Advanced written, verbal, and interpersonal communication skills, including the political acumen necessary to establish and maintain effective relationships with internal and external stakeholders. Strong organizational and project management skills with the ability to manage multiple priorities and deadlines simultaneously. Advanced analytical and critical thinking skills, including effective decision-making, problem identification, prevention, and resolution. Ability to present a professional appearance and demeanor that positively represents the department and the University.

Ability to:

Work independently while receiving direction from multiple individuals and managing competing priorities. Effectively prioritize and maintain progress on multiple assignments across a broad range of responsibilities. Work collaboratively in a team environment and leverage the expertise of colleagues to achieve departmental and organizational goals. Exercise sound judgment, discretion, and professionalism when handling confidential or sensitive information. Adapt to changing priorities and support a variety of administrative, advancement, and event-related functions. Bring Your Best Self to

Work:

Consistently demonstrate respect, compassion, and integrity in interactions with colleagues, donors, and partners; foster a positive, collaborative, and inclusive workplace culture. Demonstrate a commitment to working in an organization that values and promotes humanism.

Required Qualifications Education:

High School Diploma or Equivalent Experience or Training:

Minimum of 3 years experience in related area such as administration, project/program management, event planning, analysis. Excellent written, oral and presentation skills required. Successful professional experience. Preferred Qualifications Associate's or bachelor's degree in business administration, communications, nonprofit management, or a related field. Experience supporting senior or executive-level leadership. Experience in higher education advancement, development, or nonprofit fundraising operations. Experience using an advancement CRM such as Raiser's Edge/Raiser's Edge NXT. Experience in higher education, advancement, development, or a nonprofit environment is preferred.

Essential Job Duties Key Responsibilities Executive Calendar and Travel Management:

Manage University Advancement Oregon calendars, scheduling, and travel arrangements. Coordinate logistics for donor visits, stewardship activities, and advancement-related events. Collaborate with university departments to facilitate leadership participation in key engagements and events.

Key Responsibilities Meeting Coordination and Support:

Organize executive-level meetings and prepare agendas, materials, and background information. Attend meetings as needed, document action items, and monitor follow-up activities. Support donor meetings, cultivation activities, and stewardship initiatives.

Key Responsibilities Correspondence, Documentation, Gift Administration and Communication:

Draft and manage official correspondence and communications. Assist with the timely and accurate processing of donor gifts, pledges, matching gifts, and supporting documentation. Prepare donor acknowledgment letters, receipts, and stewardship correspondence. Maintain donor and constituent records in advancement systems. Prepare donor reports, mailing lists, and supporting materials. Respond to University Advancement inquiries received by phone, email, and other communication channels, providing timely, accurate, and professional assistance or directing inquiries to the appropriate department or staff member as needed.

Key Responsibilities University Events Coordination and Administrative Operations:

Provide administrative and logistical support for Oregon-based university events. Coordinate venues, catering, registration, event materials, volunteer support, and post-event follow-up. Work with university departments and external vendors to ensure successful event execution. Provide office management and departmental administrative support.

Key Responsibilities Advancement Operations and Stewardship Support:

Support donor stewardship and engagement activities, including recognition and follow-up communications. Prepare advancement reports, prospect briefing materials, and event attendance lists. Assist with data integrity initiatives and constituent record maintenance. Support fundraising campaigns, donor outreach efforts, and special projects. Posting Details Continued Work Schedule This position is fully in office with anticipated hours of 8 AM - 5 PM; Monday through Friday with some weekends and nights for special events. 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 $28.85 Hourly Maximum $28.85 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 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 in order to operate a PC in the performance of job duties, and talk or hear. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job includes close, distance, and peripheral vision, depth perception and the ability to focus. Describe Work Environment While performing the duties of this job, the employee is frequently required to use hands. The employee is regularly required to stand, walk, sit, talk or hear and occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. There are no special vision requirements for this job. Posting Information Posting Number S01828 Posting Date 09/16/2026 Close Date 09/16/2027 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