Program Assistant

Chatham University; Pittsburgh (Allegheny County); Presencial; USD 35.000 - 39.000; Jornada completa

Descripción de la vacante

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

Formación

• 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.

Responsabilidades

• 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.

Conocimientos

Calendar management

Budget management

Microsoft Office

Communication

Discretion confidentiality

Zoom

Independent work

Educación

Associate degree

Administrative experience (5+ years)

Herramientas

Microsoft Office

Zoom

Budget software

Descripción del empleo

Chatham University welcomes your interest in employment opportunities and encourages you to review open positions. Please note that Chatham does not accept unsolicited applications.Program Assistant – Health SciencesThe Program Assistant serves as day-to-day professional administrative support to the academic and financial operations of the Doctor of Physical Therapy Program.Duties and Responsibilities:Frequent communication with faculty, instructors, students, and clinical partners via email and telephone regarding program-related topics.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 AffairsSolicit 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 instructorsAssist with executing and tracking program events, including, but not limited to, those for admissions, program orientation, program scholarships, graduation, licensure, and other meetings, workshops, and conferences.Responsible for the day-to-day financial processing for the Program, including payments, contracts, invoices, and purchase orders, as well as processing monthly credit card expenses.Remains current on all University procedures related to budget and financing, including those required by the University Business Office, and serves as focal point for training and compliance with such procedures by core faculty.Coordinates and executes procurement of supplies for academic program.Coordinates room reservations for Program and CHS needsHandles all administrative tasks associated with site affiliation agreements for the clinical education team.Assist with planning for maintenance of facilities and equipment.Qualifications:An associate degree or at least 5 years' experience as an administrative assistant in a professional office setting, or a combination of education and experience.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 ZoomAbility 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.Salary Range:$34,600 - $39,000. 35-hour work week.Exact compensation based on candidate skills and experience.How to Apply:Applications accepted only via www.chatham.edu/careers (direct link is https://chatham.wd12.myworkdayjobs.com/ChathamUniversity/job/Pittsburgh-PA/Program-Assistant_JR00001009 ) and follow the instructions to complete the application process. To ensure full consideration, please include:Cover Letter outlining your qualifications for the positionCurriculum Vitae or ResumeContact information for three professional referencesAll application materials should be uploaded at the same time at the time of application. The system will not allow applicants to make edits to their applications after submission.Chatham University strives to promote a campus environment that understands and embraces multiculturalism while increasing individuals' intercultural competence. We actively work to build and sustain a diverse and culturally vibrant campus, which promotes employee and student success and retention.Chatham University is an Equal Opportunity Employer with a strong commitment to diversity, inclusion, and equity. Chatham University does not discriminate on the basis of race, creed, color, religion, gender, gender identity, gender expression, sex (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), sexual orientation, age, national origin, age, disability, genetic information, veteran status, marital or family status, political affiliation, or any other characteristic protected by applicable law.