Administrative Associate II

Job Description

Job Description

We are looking for a highly organized Administrative Associate II to provide day-to-day support for student and academic operations within a university dental medicine setting in Pomona, California. This Contract position is ideal for an administrative specialist who excels at coordinating schedules, assisting diverse stakeholders, and keeping office functions running smoothly. The role supports student-facing services, faculty needs, and departmental activities while delivering a responsive experience across the college.

Responsibilities:
• Oversee and update a variety of academic and operational schedules, including student calendars, faculty commitments, clinic sessions, and rotation planning.
• Coordinate clinic and departmental scheduling activities using office and education-related software tools, while responding promptly to service requests and calendar changes.
• Monitor student attendance records, prepare related reports, and assist with absence documentation and follow-up tracking.
• Support student engagement initiatives by helping organize club activities, leadership meetings, town halls, fundraisers, and other campus programs.
• Manage event logistics from planning through completion, including room setup, catering arrangements, purchasing, and on-site support for college functions.
• Provide administrative assistance to academic leadership by preparing agendas, compiling meeting materials, and coordinating reservations and technology needs.
• Assist faculty with assessment administration, including exam setup, proctoring support, grading coordination, and basic reporting.
• Maintain digital records, shared documents, and departmental resources while helping resolve routine technology or office support issues.
• Serve as a courteous first point of contact by answering calls, directing inquiries, and delivering courteous service to students, staff, faculty, and visitors.• High school diploma or equivalent required; bachelor’s degree preferred.
• At least 2–4 years of experience in administrative support, office coordination, scheduling, or a similar function.
• Demonstrated ability to provide strong customer service in a detail-oriented and fast-moving environment.
• Excellent verbal and written communication skills with the ability to interact effectively across multiple levels of an organization.
• Strong organizational skills with the ability to manage competing priorities and maintain attention to detail.
• Proficiency with Microsoft Office applications, including above-average Excel skills, and comfort learning additional office technologies.
• Experience handling data entry, inbound calls, and general receptionist or front-desk responsibilities.
• Sound judgment and problem-solving ability when responding to operational, scheduling, or service-related needs.