Program Assistant

Chatham University•Pittsburgh, PA

11d

About The Position

The Program Assistant provides day-to-day professional administrative support to the academic and financial operations of Chatham University's Doctor of Physical Therapy Program. The role supports faculty, instructors, students, clinical partners, and the clinical education team, and assists with program records, events, procurement, financial processing, and facilities and equipment planning.

Requirements

Associate degree, at least five years of experience as an administrative assistant in a professional office setting, or an equivalent combination of education and experience.
Experience managing correspondence, organizing calendars, and ensuring compliance with deadlines and procedures.
Experience with complex procedures and systems for organizing and recording professional and financial records.
Experience with budget-specific software and related processes.
Proficiency with Microsoft Office, including Word, Excel, and PowerPoint, and with Zoom.
Ability to work independently and coordinate varied activities, processes, and events in a fast-paced environment.
Ability to maintain strict confidentiality and handle sensitive matters with discretion, diplomacy, and good judgment.
High emotional intelligence, excellent listening skills, and patience for collaborative processes.
Respect for diversity of background, identity, and perspective.
Positive, solution-oriented attitude toward conflict and disagreement.

Responsibilities

Communicate frequently with faculty, instructors, students, and clinical partners by email and telephone regarding program-related topics.
Track and process academic contracts, including those for 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, meetings, workshops, and conferences.
Process day-to-day program financial transactions, including payments, contracts, invoices, purchase orders, and monthly credit card expenses.
Stay current on University budget and finance procedures, including those required by the University Business Office, and serve as the focal point for faculty training and compliance with those procedures.
Coordinate and execute procurement of supplies for the academic program.
Coordinate room reservations for Program and CHS needs.
Handle administrative tasks associated with site affiliation agreements for the clinical education team.
Assist with planning for maintenance of facilities and equipment.