Program Assistant

Gannon University • Erie, PA

28d • Onsite

About The Position

Gannon University, a Catholic university, invites applications for a full-time Program Assistant in the School of Engineering and Computing housed in the College of Engineering and Business. The successful candidate will work closely with the academic leadership, faculty and students to provide support to all aspects of the programs. The position is responsible for supporting the operations of academic departments (Computer and Information Science, Electrical and Cyber Engineering, and Environmental Science and Engineering, Mechanical Engineering and Biomedical, Industrial and System Engineering), including the application of policies and procedures, and some general administrative tasks. A sophisticated knowledge of Excel and ability to manage and understand data is essential. Must possess a willingness to learn other technology. Must be able to support and promote the University’s Mission.

Requirements

• Associate’s degree.
• Three years of general secretarial experience.
• Proficiency in using personal computers and application software, such as Microsoft Excel, Word, PowerPoint and Outlook is required.
• Excellent verbal, written, proofreading, and organizational skills.
• Ability to craft correspondence and reports independently with minimal supervision.
• Ability to read and comprehend work orders, written instructions and procedure manuals.
• Ability to record accurate meeting minutes and disseminate information to stakeholders.
• Ability to multitask and prioritize responsibilities.
• Ability to ask direction if a course of action is unclear.
• Ability to research and compile data.
• Ability to communicate with diverse populations.
• Must be extremely self-directed and thrive in an environment where they are largely autonomous and proactive.
• Must be able to support and promote the University’s Mission.

Nice To Haves

• A bachelor’s degree is preferred.
• Prior experience in higher education settings is preferred.

Responsibilities

• 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 with relevant content.
• Generate and analyze reports.
• Retrieve data from internal systems and external databases to support leadership decisions.
• Summarize findings for accreditation, assessment, and performance metrics.
• Schedule and coordinate in-person and virtual meetings.
• Prepare agendas and presentation materials, send invitations, and manage logistics.
• Attend meetings to take minutes and distribute follow-up documentation.
• Edit academic documents including catalog entries, programs and curriculum sheets, and schedules.
• Assist leadership with accreditation reports, unit reviews, and program documentation.
• Process project and thesis records when applicable.
• Support academic leadership by preparing materials for review and approval.
• Facilitate follow-through on approved items including communications and document distribution.
• Maintain departmental records including adjunct resumes, syllabi, and student files where applicable.
• Ensure proper storage and retrieval of faculty and program data.
• Oversee supplies and inventory for faculty and staff.
• Manage budgets, process invoices and reimbursements, and prepare check requisitions.
• Make informed purchasing decisions as needed.
• Coordinate maintenance and technology needs with Physical Plant and ITS.
• Serve as point of contact for vendors and IT service requests relevant to department operations.
• Plan, execute, and support departmental and college events.
• Coordinate with other Gannon/community/industry partners for special events.
• Arrange logistics, handle registrations, book facilities, coordinate food service, and assist with event setup/takedown.
• Communicate event details to stakeholders.
• Create promotional campaigns and materials for recruitment and public outreach.
• Manage departmental social media, prepare mailings, and collaborate with faculty to showcase student and faculty achievements.
• Monitor and manage the School of Business website pages.
• Support retention efforts through planning, promoting and executing student-focused events.
• Gather student feedback through surveys or focus groups.
• Assist with staffing processes by posting job openings for graduate assistants and student workers.
• For new employees, schedule interviews, manage onboarding paperwork, and coordinate communications with the dean’s office and HR.
• Participate in committees as assigned.
• Lead or support initiatives to automate or streamline processes.
• Create documentation to educate faculty, staff, and students on new systems and processes.
• Performs other tasks as assigned within the scope of the position as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree