Office Coordinator

Coordinates and implements an efficient office system for the Harris Family Center for Disability and Health Policy (HFCDHP). Performs administrative assistant work of average difficulty, involving independent judgment, for the Director, the Associate Director, and the department.

Knowledge, Skills and Abilities

Individuals must possess the knowledge, as well as the following skills and abilities or be able to perform the essential functions of the job, with or without reasonable accommodation, using other combination of skills and abilities.

• Excellent computer and Microsoft Office software skills necessary in order to set up document formats, and any other software programs required by this position.
• Excellent verbal and written communication skills. Must be able to effectively interact with faculty, staff, administration, students, healthcare professionals, and outside contacts; ability to communicate with others in person, by telephone, and by E-mail.
• Ability to work in a fast-paced environment with multiple tasks and be flexible in job assignments.
• Ability to handle detail-oriented assignments with accuracy and maintain confidentiality.
• Working knowledge of software and/or applications including but not limited to Microsoft 365 and Zoom.
• Basic office skills including but not limited to the ability to operate a fax, printer, scanner, telephone, and copy machine.

Required Qualifications

• Education: Any combination of education and/or experience equivalent to an AA/AS degree with any combination of training or experience that provides the required knowledge, skills, and abilities.
• Experience: 4-5 years of administrative experience or 4-5 years’ experience in a healthcare education program. 6+ years of experience preferred

Preferred Qualifications

• Education: Bachelor’s degree is preferred

Essential Job Duties

Key Responsibilities

• Coordinates correspondence, reports, meetings, minutes, and general responsibilities related to HFCDHP

Key Responsibilities

• Coordinates student and department events. For example, making flyers, email communication, and forms for distribution.

Key Responsibilities

• Works with the Director/Associate Director to create policies and procedures for the department.

Key Responsibilities

• Works with the Director/Associate Director to hire and train new staff members.

Key Responsibilities

• Function as one of HFCDHP’s primary resource schedulers. This includes reservation and coordination of study rooms, lecture halls, to accommodate the delivery of student exams as well as other department events and activities.
• Assists with note-taker accommodations. This includes peer note-takers and note-taker app/software (such as Otter); work with Tech Support to manage access to Canvas and SharePoint files; maintain records related to student communication, case notes and peer note-taker timecards.
• Assist with students’ exams. This includes exam schedule and/or materials; reserve rooms for exams and Zoom sessions as needed; serve as the point of contact for students regarding exams; proctor exams and/or schedule proctors as needed; responsible to receive and submit time sheets for proctors, readers, and scribes; maintain records related to student/college communication and case notes.

Key Responsibilities

• Coordinate ASL interpreters, Remote CART, and closed caption of videos for students.
• Work with students, college faculty and staff to schedule services with vendor; responsible to verify that invoices submitted by vendor are accurate; maintain records related to student/college/vendor communication and case notes.

Key Responsibilities

• Coordinate travel itinerary for Director/Associate Director, HF-CDHP.
• Maintains the website for the department.

Key Responsibilities

• Performs other duties as assigned

Posting Details Continued

Work Schedule

• Monday through Friday 8:00AM – 5:00PM. Hours may vary based on student exams.
• Occasional evenings and weekend hours may occur based on WesternU 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

$30.00 Hourly

Maximum

$34.54 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.

General Office environment. Noise level will be moderate with typical Business machine and light office traffic

Posting Information

Posting Number

S01650

Posting Date

08/07/2025

Close Date

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

• Cover Letter

Optional Documents

• Letter of Recommendation #1

• Letter of Recommendation #2

• Letter of Recommendation #3