Program Assistant

Chatham University•Pittsburgh, PA

3d•$34,600 - $39,000

About The Position

The Program Assistant provides day-to-day professional administrative support for the academic and financial operations of Chatham University's Doctor of Physical Therapy Program. The role communicates with faculty, instructors, students, and clinical partners; supports academic records and program assessment; coordinates meetings, events, procurement, and room reservations; and manages financial processing and compliance with University procedures. The position also supports clinical education site affiliation agreements and assists with planning for maintenance of facilities and equipment. The position requires an associate degree or at least five years of administrative assistant experience in a professional office setting, or an equivalent combination of education and experience. The role calls for experience with correspondence, calendars, deadlines, complex records and procedures, budget-specific software, Microsoft Office, and Zoom, as well as independence, discretion, collaboration, and a positive, solution-oriented approach. The stated salary range is $34,600–$39,000, with exact compensation based on skills and experience. The work week is 35 hours. Applicants must submit a cover letter, a CV or resume, and contact information for three professional references through the University's careers website; all materials must be uploaded with the initial application.

Requirements

Associate degree or at least five years of administrative assistant experience in a professional office setting, or a combination of education and experience.
Experience managing correspondence, organizing calendars, and ensuring compliance with deadlines and other 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 a variety of 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 degree of 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 about program-related topics.
Track and process academic contracts, including independent contractor and adjunct faculty contracts.
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.
Handle day-to-day program financial processing, including payments, contracts, invoices, purchase orders, and monthly credit card expenses.
Stay current on University budget and financing procedures 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.