Program Assistant

About the role

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

Program Assistant - Health Sciences

The Program Assistant serves as day-to-day professional administrative support to the academic and financial operations of the Doctor of Physical Therapy Program.

Duties and Responsibilities

• Frequent communication with faculty, instructors, students, and clinical partners via email and telephone regarding program-related topics.
• Track and process academic contracts, such as 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, but not limited to, those for admissions, program orientation, program scholarships, graduation, licensure, and other meetings, workshops, and conferences.
• Responsible for the day-to-day financial processing for the Program, including payments, contracts, invoices, and purchase orders, as well as processing monthly credit card expenses.
• Remains current on all University procedures related to budget and financing, including those required by the University Business Office, and serves as focal point for training and compliance with such procedures by core faculty.
• Coordinates and executes procurement of supplies for academic program.
• Coordinates room reservations for Program and CHS needs
• Handles all administrative tasks associated with site affiliation agreements for the clinical education team.
• Assist with planning for maintenance of facilities and equipment.

Qualifications

• An associate degree or at least 5 years' experience as an administrative assistant in a professional office setting, or a combination of education and experience.
• Experience managing correspondence, organizing calendars, ensuring compliance with deadlines and other procedures.
• Experience with complex procedures and systems for organizing and recording a range of professional and financial records.
• Experience with budget-specific software and related processes; proficiency with Microsoft Office, including Word, Excel, and PowerPoint, as well as Zoom
• Ability to work independently and coordinate a variety of activities, processes, and events in a fast-paced environment.
• Maintains strict confidentiality to handle sensitive matters using discretion, diplomacy, and good judgment.
• A high degree of emotional intelligence, excellent listening skills, and cultivated patience for collaborative processes.
• Respect for diversity of background, identity, and perspective.
• A positive, solution-oriented attitude around inevitable conflict and disagreement.

Salary Range

$34,600 - $39,000. 35-hour work week.

Exact compensation based on candidate skills and experience.

How to Apply

Applications accepted only via (direct link is) 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.