Chatham University
  • Pittsburgh, PA, USA
  • Part Time

Administrative Assistant

Chatham University's Department of Exercise Science & Athletic Training is accepting application for a part-time Administrative Assistant. This position reports to the Program Director of Exercise Science and Athletic Training, School of Health Science.


Position Summary:

The Administrative Assistant serves as day-to-day professional administrative support to the academic and financial operations of the Department of Exercise Science & Athletic Training. This position will serve the department at half time, twenty hours per week. The Administrative Assistant supports the curricular administration of academic programs and is primarily responsible for coordinating and processing actions necessary for the day-to-day operations of each academic program.


Chatham University is committed to fostering a community of equity and inclusion. In recruiting new employees, we seek to strengthen our campus community by attracting people with a diversity of experience and identities. Persons of color, women, veterans, individuals with disabilities, and members of other underrepresented groups are highly encouraged to apply. Chatham University does not discriminate on the basis of race, color, religion, gender, gender identity, gender expression, sexual orientation, age, or national origin. Chatham University is an Equal Opportunity Employer.


Responsibilities and Duties:

Curricular & Academic Program Administration

  • Maintains an academic calendar for the program director to construct semester teaching calendars and rotations and track faculty load.
  • Tracks and processes academic contracts, including those for faculty overload and adjunct faculty.
  • Coordinates the
    • Collection and entering of program assessment data.
    • Collection of course syllabi and submission to the Office of the Vice President for Academic Affairs' office.
    • Collection, update, and distribution of materials to support faculty academic advising responsibilities.
  • Provides basic administrative support to faculty and instructors.

Administrative Support for Financial Operations

  • Responsible for the day-to-day financial processing for the department, including payments, contracts, invoices, and purchase orders.
  • 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 Faculty and Staff.
  • Coordinates and executes procurement of supplies for academic programs.
  • Coordinates the timely processing of credit card purchases in the Concur system.

Required Qualifications:

  • Ability to manage correspondence, organizing calendars, ensuring compliance with deadlines and other procedures.
  • Ability to learn systems for organizing and recording a range of professional records.
  • Proficiency with Microsoft Office, including Excel, PowerPoint & Teams.
  • Maintain confidentiality to handle sensitive matters using discretion, diplomacy, and good judgement.
  • Respect for diversity of background, identity, and perspective.
  • A positive, solution-oriented attitude around disagreement.

Preferred Qualifications:

  • An associate's or bachelor's degree and specific experience supporting administration in a higher education environment.
  • Experience working directly with students and faculty in a diverse and collaborative university environment.

How to Apply:

Interested candidates should visit www.chatham.edu/careers and follow the instructions to complete the application process.

To ensure full consideration, please submit:

  • Cover letter addressing the qualifications of the position
  • Resume
  • Contact information for three professional references

All documents should be uploaded at the same time at the time of application.


Review of applications will continue on a rolling basis or until the position is filled. Application materials received by May 25th, 2022 will receive primary consideration.

Chatham University offers a competitive salary, an excellent benefits package, including tuition remission for qualified personnel and their dependents/spouses as well as a generous retirement plan.


About Chatham University:

Founded in 1869, Chatham University has an enrollment of over 2,200 students across over 60 undergraduate and graduate programs in our areas of excellence: sustainability & health, the arts & sciences and business & communications. Chatham has consistently been named a College of Distinction and a "Best College" by U.S. News & World Report, and-as the alma mater of environmental icon, Rachel Carson (Class of '29)-is perennially ranked as one of the greenest colleges in the United States by Sierra Magazine and the Princeton Review.

Chatham's mission is: "To prepare students to build lives of purpose, value and fulfilling work...by preparing graduates to be informed and engaged citizens in their communities; to recognize and respect diversity of culture, identity, and opinion; and to live sustainably." Building on this mission, Chatham is committed to creating a supportive and inclusive learning, living and working environment for all members of the campus community.

Chatham consists of the School of Health Sciences; the Falk School of Sustainability & Environment; the School of Arts, Science and Business; and the School for Continuing & Professional Studies.

Located in Pittsburgh, PA-one of the country's most livable cities and great college towns-Chatham is spread across three distinct locations: the historic arboretum, Shadyside Campus; Chatham Eastside in the fast-growing East End; and Eden Hall Campus, one of the world's most sustainable campuses.

Chatham University is an Equal Opportunity Employer with a strong commitment to diversity, inclusion, and equity. Persons of color, women, veterans, individuals with disabilities, and members of other underrepresented groups are highly encouraged to apply. Chatham University does not discriminate on the basis of race, color, religion, gender, gender identity, gender expression, sexual orientation, age, or national origin.

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