Chatham University
  • Pittsburgh, PA, USA
  • Full Time

Program Assistant, Occupational Therapy Programs

Chatham University is accepting applications for the position of Program Assistant for our Occupational Therapy (OT) Programs. The Program Assistant will provide administrative support to the academic and financial operations of the entry-level (ELOTD) and post-professional (PPOTD) occupational therapy doctorate programs.

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 OT Programs. This position is an on-campus position with the potential for a hybrid schedule following training.

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. Learn more at: https://www.chatham.edu/mission-and-values/diversity-and-inclusion/index.html.


Responsibilities:

Coordinates and performs administrative procedures within the Occupational Therapy Programs as follows:

  • Manage program correspondence and documents in a timely manner (incoming/ outgoing mail, event invites, orientation materials, registration information, class schedules, textbook lists, etc.).
  • Ensure proper record-keeping of program documents and maintain the programs' electronic filing systems including student files and alumni records.
  • Assist the Program Director and faculty with the preparation of accreditation/re-accreditation reports, and other program reports.
  • Correspond and collaborate with others (including program faculty; other administrative staff; students; vendors; other university departments; prospective students and applicants; and the public) in person, via phone, email, and Zoom/Teams.
  • Coordinate and execute procurement of supplies and instructional materials.
  • Track and request contracts for faculty overload and adjunct instructors.
  • Responsible for the day-to-day financial processing for the OT Programs including payments, contracts, invoices, and purchase orders as well as processing monthly credit card and Concur expenses.
  • Remain current on all University procedures related to budget and financing, including those required by the University Business Office and serve as a focal point for training and compliance with such procedures by faculty.
  • Coordinate program events for admissions; orientation; graduation; meetings; workshops; and conferences including room reservations, setup, food orders, invitations, marketing, Zoom links, breakout rooms.
  • Create and administer electronic surveys developed by the faculty; Track electronic survey responses and compile data for program reports.
  • Provide oversight of clerical work performed by student workers.
  • Participate in required team, faculty, and university meetings; For team meetings-create agenda, record minutes, and follow up as requested.
  • Coordinates room reservations for student test accommodations, meetings, and general room requests.
  • Prepare degree audits and licensure verifications forms.
  • Arrange for classroom and lab cleaning, and equipment calibration and repairs.
  • Manage continuing education documentation for all program sponsored events.
  • Coordinate updates to the program's website with IT.
  • Update student program pages within the learning management system.
  • Participate in the admissions process for both occupational therapy programs (ELOTD and PPOTD).
  • Maintain a schedule of program activities/tasks and ensure open lines of communication with the Program Director regarding progress on all assigned tasks.
  • Perform other duties as assigned by the Program Director.

Qualifications:

  • Associate Degree required; Bachelor's Degree preferred.
  • Minimum of 5 years' experience as an administrative assistant in a professional office setting, or a combination of education and experience.
  • Proficient in Microsoft Office 365 applications (Word, Excel, Outlook, Teams) and Zoom.
  • Experience managing correspondence; organizing calendars; ensuring compliance with deadlines and procedures; and following complex systems for organizing professional and financial records.
  • Excellent organizational skills; written and verbal communication; and ability to manage multiple projects simultaneously in a fast-paced environment.
  • Ability to interact and work well with faculty and students, both on campus and virtually.
  • Respect for diversity of background, identity, and perspectives.
  • Ability to maintain strict confidentiality to sensitive matters using discretion, diplomacy, and judgment.
  • A high degree of emotional intelligence, excellent listening skills, and a positive, solution-oriented attitude.

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 include:

  • Cover Letter outlining your qualifications for the position
  • 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.


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