Program Assistant

Chatham University welcomes your interest in employment opportunities and encourages you to review open positions. Please note that Chatham does not accept unsolicited applications.

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.

Duties and Responsibilities:

Leads and executes the administrative support function through effective operations and procedures to facilitate department and university objectives to support the student experience and academic mission of Chatham University, as follows:

• 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.

Qualifications:

• Minimum of bachelor’s degree, Masters preferred.

• Proficient in MS Applications (Excel, PowerPoint, etc.), and leveraging social media tools.

• Excellent written, organizational, time-management and verbal communication skills.

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

• Ability to interact and work well with faculty and students.

Salary Range: 

$37,00-$40,000. 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---Business_JR00000797) and follow the instructions to complete the application process. To ensure full consideration, please include: 

• Cover Letter outlining your qualifications for the position 

• Curriculum Vitae or Resume 

• Contact information for three professional references 

All 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.