Administrative Assistant - Temporary

West Coast University•Ontario, CA

5d•$19 - $26

About The Position

West Coast University is seeking a temporary Administrative Assistant to join their team. This role involves performing a variety of administrative responsibilities to ensure professionalism and efficiency in office operations. The ideal candidate will support management, faculty, staff, and students, contributing to a collaborative and student-centric culture focused on transforming healthcare education.

Requirements

A minimum of one year’s experience performing increasingly complex and highly responsible office and administrative/secretarial support work.
Experience in 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.
Knowledge of 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.
Maintain calendars, office records, and budgets.
Process and review mail.
Arrange meetings, receptions, dinners, and conferences.
Make travel arrangements.
Assist and coordinate the flow of incoming and outgoing communications by routing documents to and from appropriate parties, obtaining signatures, gathering and relaying information, and returning signed documents to requestors.
Complete expense reports by gathering receipts, scanning, and entering information in Concur or Excel, and reviewing.
Assist department with company events, including researching and arranging 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 by 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.