Health Sciences Program Operations Assistant

Chatham University; Pittsburgh (Allegheny County); On-site; USD 35,000 - 39,000; Full time

Job summary

Chatham University is seeking a Program Assistant – Health Sciences to provide essential administrative and financial support for the Doctor of Physical Therapy Program in Pittsburgh. You will engage with faculty, students, and clinical partners, managing contracts, data, and documentation while ensuring smooth program operations.

The role requires confidential handling of sensitive information, strong Microsoft Office skills, and the ability to coordinate multiple events and deadlines in a

Qualifications

• An associate degree or at least 5 years' experience as an administrative assistant in a professional office setting.
• Experience managing correspondence, organizing calendars, ensuring compliance with deadlines and other procedures.
• Experience with complex procedures and systems for organizing and recording a range of professional and financial records.
• Experience with budget-specific software and related processes; proficiency with Microsoft Office, including Word, Excel, and PowerPoint, as well as Zoom.
• Ability to work independently and coordinate a variety of activities, processes, and events in a fast-paced environment.
• Maintains strict confidentiality to handle sensitive matters using discretion, diplomacy, and good judgment.
• A high degree of emotional intelligence, excellent listening skills, and cultivated patience for collaborative processes.
• Respect for diversity of background, identity, and perspective.
• A positive, solution-oriented attitude around inevitable conflict and disagreement.

Responsibilities

• Provide day-to-day administrative support to the Doctor of Physical Therapy Program.
• Track and process academic contracts, such as independent contractors and adjunct faculty.
• Collect and enter Program assessment data.
• Collect course syllabi as needed for submission to Academic Affairs.
• Solicit agenda items and record minutes for twice-monthly faculty meetings.
• Create student files and prepare academic action letters for graduate students.
• Provide basic administrative support to core faculty and instructors.
• Assist with executing and tracking program events, including admissions, orientation, scholarships, graduation, licensure, and other meetings.
• Responsible for day-to-day financial processing for the Program, including payments, contracts, invoices, and purchase orders.
• Remains current on University procedures related to budget and financing, and trains core faculty accordingly.
• Coordinate procurement of supplies for the academic program.
• Coordinate room reservations for Program and CHS needs.
• Handle administrative tasks for site affiliation agreements for the clinical education team.
• Assist with planning for facilities and equipment maintenance.

Skills

Calendar management

Budget management

Microsoft Office

Communication

Discretion confidentiality

Zoom

Independent work

Education

Associate degree

Administrative experience (5+ years)

Tools

Microsoft Office

Zoom

Budget software

Job description

Chatham University is seeking a Program Assistant – Health Sciences to provide essential administrative and financial support for the Doctor of Physical Therapy Program in Pittsburgh. You will engage with faculty, students, and clinical partners, managing contracts, data, and documentation while ensuring smooth program operations.

The role requires confidential handling of sensitive information, strong Microsoft Office skills, and the ability to coordinate multiple events and deadlines in a