Program Assistant

Gannon University; Erie (Erie County); On-site; USD 35,000 - 48,000; Full time

Job summary

Gannon University is seeking a full-time Program Assistant to support the School of Engineering and Computing. The role collaborates with academic leadership, faculty, staff, and students to streamline operations across multiple engineering departments.

The position requires advanced Excel skills, data management, and a willingness to learn new technologies while upholding the University’s mission. Prior higher-education experience is preferred.

Qualifications

• Associate's degree required; Bachelor's degree preferred with higher-education experience.
• Three years of general secretarial experience; proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook) and data analysis.
• Excellent verbal and written communication; proofreading and organizational abilities; ability to craft independent correspondence and reports.

Responsibilities

• Communications & Editing: manage internal and external communications; draft and proofread correspondence, reports, and promotional materials.
• Data Management & Reporting: collect and analyze data; prepare summaries for accreditation and performance metrics.
• Meetings & Coordination: schedule meetings; prepare agendas and materials; take minutes.
• Academic Documentation: edit catalog entries, program sheets, schedules, and accreditation documents.
• Supervisor & Leadership Support: prepare materials for review; facilitate follow-through on approved items.

Skills

Advanced Excel

Data management

Communication

Proofreading

Organizational skills

Multitasking

Self-directed

Education

Associate's degree

Bachelor's degree preferred

Tools

Microsoft Office

Job description

Program Assistant – School of Engineering and Computing

Gannon University invites applications for a full‑time Program Assistant. The incumbent works closely with academic leadership, faculty, staff, and students to support operations of multiple engineering departments. The position requires advanced Excel skills, data management, and a willingness to learn new technologies while promoting the University’s mission.

Key Responsibilities

• Communications & Editing: manage internal and external communications across email, digital signage, and social media; draft and proofread correspondence, reports, and promotional materials; design flyers and graphics; update BrightSigns.
• Data Management & Reporting: collect and analyze data from internal systems and external databases; prepare summaries for accreditation, assessment, and performance metrics.
• Meetings & Coordination: schedule and coordinate in‑person and virtual meetings; prepare agendas and presentation materials; take minutes and distribute follow‑up documentation.
• Academic Documentation: edit academic documents—including catalog entries, program and curriculum sheets, and schedules; assist with accreditation reports, unit reviews, and program documentation; process project and thesis records when applicable.
• Supervisor & Leadership Support: prepare materials for review and approval; facilitate follow‑through on approved items, including communications and document distribution.
• Records Management: maintain departmental records such as adjunct resumes, syllabi, and student files; ensure proper storage and retrieval of faculty and program data.
• Office Administration & Purchasing: oversee supplies and inventory; manage budgets, process invoices and reimbursements, and prepare check requisitions.
• Facilities & Technology Liaison: coordinate maintenance and technology needs with Physical Plant and ITS; serve as point of contact for vendors and IT service requests.
• Event Planning & Support: plan, execute, and support departmental and college events; coordinate logistics, registrations, facilities, food service, and event setup/takedown.
• Marketing & Outreach: create promotional campaigns and materials for recruitment and public outreach; manage departmental social media; collaborate with faculty to showcase achievements; monitor the School of Business website pages.
• Student Retention Support: support retention efforts through student‑focused events and feedback collection.
• Staffing & Onboarding Support: assist with staffing processes for graduate assistants and student workers; manage onboarding paperwork and coordinate communications with HR.
• Special Projects & Strategic Initiatives: participate in committees; lead or support initiatives to automate or streamline processes; develop documentation to educate staff and students on new systems.
• General Duties: perform other tasks as assigned within the scope of the position.

Qualifications

Education: Associate’s degree required; bachelor’s degree preferred with prior higher‑education experience.

Experience: Three years of general secretarial experience; proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook) and data analysis.

Skills: Excellent verbal and written communication; strong proofreading and organizational abilities; ability to craft independent correspondence and reports; proficiency in reading procedural manuals; accurate meeting minute taking; multitasking and prioritizing under minimal supervision; strong research and data compilation skills; effective communication with diverse populations. Self‑directed and proactive approach required.

Physical Requirements

Must meet the physical demands associated with a busy office and University environment.

Working Conditions

Work performed in a busy office setting; occasional weekend and evening hours may be required.