Administrative Associate II

Job Description

Job Description

We are looking for an Administrative Associate II to provide essential operational support for Student Affairs and Academic Affairs within a university dental medicine setting in Pomona, California. This Long-term Contract position is ideal for a highly organized individual who enjoys coordinating complex schedules, assisting students and faculty, and delivering strong administrative service in a fast-paced academic environment. The role contributes to daily office efficiency, student-focused programming, and academic support activities while serving as a dependable point of contact for a wide range of campus stakeholders.

Responsibilities:
• Coordinate academic, clinic, faculty, and student schedules, ensuring calendars remain accurate and up to date across multiple departments.
• Organize clinic session assignments and maintain scheduling records using designated academic and office systems.
• Monitor attendance information, assist with absence documentation, and prepare reports that support student tracking and follow-up activities.
• Support student organizations and campus programs by helping plan meetings, leadership activities, fundraisers, and other engagement events.
• Manage event logistics such as room arrangements, catering, purchasing, setup, and post-event wrap-up for student and college functions.
• Provide administrative assistance to academic leadership by preparing meeting materials, arranging appointments, and handling correspondence and travel coordination.
• Assist faculty with exam-related processes, including preparation, administration support, grading coordination, and related documentation.
• Maintain departmental records, shared resources, and digital collaboration tools while helping resolve basic technology issues during academic activities.
• Serve as a reliable front-facing contact by answering calls, responding to inquiries, and offering responsive service to students, staff, faculty, and visitors.
• Contribute to special projects and provide operational support for major institutional events, including commencement, convocation, and other college programs.• High school diploma or equivalent required; a bachelor’s degree is preferred.
• At least 2 to 4 years of experience in administrative support, office coordination, scheduling, or a similar role.
• Demonstrated ability to deliver strong customer service and communicate effectively with diverse groups.
• Proven organizational skills with the ability to manage competing priorities in a busy environment.
• Strong written and verbal communication skills with attention to detail and professionalism.
• Proficiency with Microsoft Excel and general office software, along with comfort using digital scheduling and collaboration tools.
• Ability to perform data entry, handle inbound calls, and support front desk or receptionist-style responsibilities.
• Sound judgment, problem-solving ability, and a dependable approach to supporting students, faculty, and leadership.