Operations Associate

About WesternU

As you take your first step onto a Western University of Health Sciences campus, each path, each person, each structure comes with a transformative story. WesternU is more than the practice of medicine. We are defined by character and culture.

At WesternU, you will discover humanism at the heart of every interaction: a warm welcome, a sincere smile, a positive word, a kind deed, a thoughtful gesture. You will see students work together on case studies; a parade of pets in campus parks; student clubs offering opportunities for career growth and community involvement; and faculty, staff and students designing their future and the future of WesternU. We display a collaborative mindset in how we operate, educate, and serve others.

Although, geographically, we are two campuses - as humanists, we are one: to enhance and extend the quality of life in our communities and achieve excellence in everything we do. We attract diverse, professional faculty, staff and students that thrive in an environment of humanistic health care education. Join our team of faculty and staff and make a difference.

Posting Details

Position Title

Operations Associate

Position Control Number

999310

Type of Position

Staff

Position Status

Full-time

Campus

Western University Campus-Pomona, CA

Position Location

California

Department

1501-Pharmacy Admin & Staff

Job Summary

The primary purpose of the Operations Associate is to enhance the effectiveness of the College of Pharmacy’s Budget and Operations Office. This is accomplished by ensuring the day to day and weekly activities required to allow the College to function and meet its goals are completed in a timely and professional manner.

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 some other combination of skills and abilities.

Knowledge:

• Must have a working knowledge of current computer connection formats, USB, HDMI, (and other commonly used computer inputs/outputs).
• GOOGLE Applications
• SharePoint – used extensively
• Adobe Acrobat – used daily
• Banner and Banner Self Service
• Zoom – used daily
• MS Teams
• Concur – Travel Management
• Elixir procurement system

Skills:

• Excellent computer skills in order to proficiently use Windows, and Apple computers. Microsoft Office Suite.
• Strong math skills, including the ability to write and use standard formulas in MS Excel.
• Strong verbal and written communication skills.

Ability:

• Ability to effectively communicate University and College Policies.
• Communicate budget balances and account transactions in clear language with administration, faculty, staff, and students.
• Demonstrate a commitment to working for an organization that values and promotes humanism.

Required Qualifications

Education:

• Associate degree in business, accounting, or related field.

*

• Experience:
• 1 year of budget operations, procurement operations, bookkeeping or related experience.

Preferred Qualifications

• Candidates holding a certificate in bookkeeping are preferred.
• Candidates with experience working in accounts payable or accounts receivable in an academic setting are preferred.

Essential Job Duties

Key Responsibilities

• Review all payment requisition for accuracy and completeness prior to submission to the Fiscal Operations Manager.
• Ensure all transactions are properly logged and have all the required supporting documentation.
• Ensure all transactions are scanned and filed by the end of each business day.
• Follow up on submitted payment requisitions within 2 business days after submission. Report on the status of the payment requisitions to the Fiscal Operations Manager and the requestor.
• Request additional supporting documentation as required.
• Communicate the status of items to the requestor as appropriate.

Key Responsibilities

• Generate and submit for review all purchase orders for non-research related orders.
• Serve as a backup for all research purchase orders.
• Ensure all purchase orders are properly submitted and logged by the end of each business day.
• Follow up on submitted purchase orders within two business days after submission.
• Report the status of all purchase orders to the Fiscal Operations Manager and the requestor.
• Log all received capital items in the appropriate capital inventory log noting who it was issued to.

Key Responsibilities

• Prepare all deposits.
• Deliver deposits to the appropriate office.
• Log each deposit in the appropriate location updating balances.

Key Responsibilities

• Prepare all invoices.
• Log all invoices in the appropriate location.
• Follow up on all invoices 10 business days after distribution
• Deliver all invoices to the appropriate requestor.

Key Responsibilities

• In collaboration with the Fiscal Operations Manager prepare monthly and quarterly account reconciliation and reporting of all funds.
• Present reports to the Senior Director of Operations and Department Heads.

Key Responsibilities

• Provide administrative support to assigned faculty members.
• Schedule rooms
• Coordinate and host meetings
• Coordinate student active learning sessions
• Process travel and other reimbursements
• Prepare documents, tabulate data, prepare copies, communicate with students
• Support their teaching efforts as needed

Key Responsibilities

• Responds to all incoming department emails and ensures requests are addressed in a timely manner within 1 business day.

Key Responsibilities

• Coordinates all furniture, equipment, and office relocation projects for the College. This role requires project management and seamless cross-functional collaboration with multiple university support units to effectively communicate and fulfill the College’s logistical needs.

Work Schedule

• Normal working hours are Monday to Friday 8 AM to 5 PM. Evening and weekend hours may infrequently be required to support the mission of the College of Pharmacy.
• The University/College reserves the right to add or change duties at any time.

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

$23.00 Hourly

Maximum

$24.48 Hourly

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 accommodation 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 30-35 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 accommodation may be available to enable individuals with disabilities to perform the essential functions.
Duties are normally performed in a typical office setting. The noise level in this setting is typically low to moderate.

Posting Information

Posting Number

S01722

Posting Date

10/31/2025

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
• Letter of Recommendation #1
• Letter of Recommendation #2
• Letter of Recommendation #3

Optional Documents

• Cover Letter
• Additional Applicant Document

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * How did you hear about this employment opportunity? Please provide the name of the website, individual, or organization.

Job Type: Full-time

Pay: $23.00 - $24.48 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person