Administrative Assistant

West Coast University, Inc. • Anaheim, CA

12h

About The Position

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, maintains 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.

Requirements

• A minimum of one year’s experience performing increasingly complex and highly responsible office and administrative/secretarial support work of which involved administrative support work in an academic or business office environment preferred.
• Comprehensive knowledge of office systems, practices, and administration.
• Proficient skills and experience in Microsoft Office computer software systems that includes word processing, spreadsheets, and presentation software.
• Principles and practices of classifying, indexing, processing, retrieving, and controlling a large volume of records.
• High school graduate or equivalent required.

Nice To Haves

• Associates degree or coursework in accounting, administrative and personnel management, and data processing preferred.

Responsibilities

• Perform administrative responsibilities by drafting correspondence and reports, communicate with management, faculty, staff, and students, maintains 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED