Program Assistant

Chatham University • Pittsburgh, PA

5d • Onsite

About The Position

Chatham University invites applications for a Program Assistant eager to play a key role in supporting students, faculty, and academic excellence. Under limited supervision, the Program Assistant provides high-level administrative support and coordination for the Program Manager, program leadership, and college faculty. This role supports the successful operation of the academic year by independently assisting with and leading tasks related to budget management, faculty recruitment and onboarding, class scheduling, syllabus administrative review, student orientations, student administrative support, assessment activities, accreditation requirements, student engagement, and community outreach. The Program Assistant also organizes and maintains electronic records, prepares and reviews academic checklists, updates the department website, assists with planning and scheduling department events, and performs other related duties as assigned.

Requirements

• Minimum of bachelor’s degree
• Proficient in MS Applications (Excel, PowerPoint, etc.)
• Proficient in leveraging social media tools.
• Excellent written, organizational, time-management and verbal communication skills.
• Ability to interact and work well with faculty and students.

Nice To Haves

• Masters preferred.
• One to two years of project or supervisory experience preferred.

Responsibilities

• Maintains faculty, student, and alumni files with the highest degree of confidentiality.
• Assists the College in organizing the scheduling process for classes with respect to classroom availability, course rotation, identification of viable instructors, and posting of schedule with Registrar.
• Assists the Program Manager by maintaining an up-to-date file of department expenditures.
• Leads the administrative review of syllabi and collects in files for appropriate accreditation documentation.
• Manages College communications through electronic and social media outlets and assists in the identification of faculty assignments relating to various admissions events.
• Assists in the gathering and drafting of communications relative to department program report, and other accreditation compliance and reporting matters.
• Gathers documentation and assists in filing expense reports and purchase orders for department personnel.
• Organizes and maintains the department electronic files relating to student files, accreditation, personnel matters, budget, department promotion, and other requirements as necessary.
• Assists in the organization and maintenance of all major/minor checklists for the department and assists in the review and accurate information on department website.
• Assists in the recruiting, interviewing, and onboarding of full-time and adjunct faculty.
• Assists in the management of administrative tasks by student employees, in conjunction with the Program Manager.
• Orders office supplies and prepares purchase orders as necessary.
• Organizes and coordinates program events such as presentations, guest speakers, and student orientations in conjunction with leadership, and arranges all logistical elements.
• Develops and maintains Excel spreadsheets, creates, and updates PowerPoint presentations and works closely with university personnel on proper reporting of data and student information.
• Assists and participates in department and university meetings as appropriate.
• Performs other duties as assigned by the Program Manager.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level