Chatham University
  • Gibsonia, PA, USA
  • Full Time

Program Assistant

Chatham University's Falk School of Sustainability & Environment is accepting application for a Program Assistant.

Position Summary:

The Program Assistant serves as day-to-day professional administrative support to the academic and financial operations of the Falk School of Sustainability & Environment and Eden Hall Campus.

The Program Assistant supports the curricular administration of academic programs and is primarily responsible for coordinating and processing actions necessary for the day-to-day financial operation of the School and Campus.

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.

Duties and Responsibilities:

Curricular & Academic Program Administration

  • Maintains an academic calendar for the school and works with program directors 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 needed submission to the Office of the Vice President for Academic Affairs' office.
    • Collection, update, and distribution of materials to support faculty academic advising responsibilities.
  • Creates reports and prepares academic action letters for graduate and undergraduate students.
  • Provides basic administrative support to faculty and instructors.
  • Assists with executing academic events, including those for recruiting, orientation, graduation, and other meetings, workshops and conferences.

Administrative Support for School & Campus Financial Operations

  • Responsible for the day-to-day financial processing for the School and Campus, 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:

  • An associate's degree with 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.
  • Extensive experience with budget-specific software and related processes; proficiency with Microsoft Office, including Excel, PowerPoint & Teams.
  • Ability to work independently and coordinate a variety of activities, processes, and events in a fast-pasted environment.
  • Maintains strict confidentiality to handle sensitive matters using discretion, diplomacy, and good judgement.
  • 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.

Preferred Qualifications:

  • A 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.
  • Experience with event planning and related event management.

To Apply:

Interested candidates should visit and follow the instructions to complete the application process. To ensure full consideration, please include:

  • Cover Letter
  • Resume
  • Contact information for three professional references

All documents should be uploaded in the "Resume" section at the same time at the time of application.

Chatham University offers competitive salary, an excellent benefits package, including tuition remission for qualified personnel, and a generous retirement plan.

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.

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 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.

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