Chatham University
  • Pittsburgh, PA, USA
  • Full Time

Program Assistant for Graduate Psychology Programs

Chatham University welcomes applications for the position of Program Assistant for Graduate Psychology.

The Program Assistant will provide administrative support to the academic & financial operations of the masters (Master of Science in Counseling Psychology, MSCP & Master of Arts in Psychology, MAP) & doctoral (Doctor of Psychology in Counseling Psychology, PsyD) counseling psychology programs.

The Program Assistant supports the curricular administration of academic programs and is primarily responsible for coordinating & processing actions necessary for the day-to-day financial operation of the Grad Psych 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 & performs administrative procedures within the Graduate Psychology Programs as follows:

  • Manage program correspondence & 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 & maintain the programs' electronic filing systems including student files & alumni records.
  • Assist the Program Director & faculty with the preparation of accreditation/re-accreditation reports, & other program reports.
  • Correspond & collaborate with others (including program faculty, other administrative staff, students, vendors, other university departments, prospective students & applicants, & the public) in person, and via phone, email, & Zoom/Teams.
  • Coordinate & execute procurement of supplies & instructional materials.
  • Track & request contracts for faculty overload & adjunct instructors.
  • Responsible for the day-to-day financial processing for the Grad Psych Programs including payments, contracts, invoices, & purchase orders as well as processing monthly credit card & Concur expenses.
  • Remain current on all University procedures related to budget & financing, including those required by the University Business Office and serve as a focal point for training & compliance with such procedures by faculty.
  • Coordinate program events for admissions, orientation, graduation, meetings, workshops, & conferences including room reservations, setup, food orders, invitations, marketing, Zoom links, breakout rooms.
  • Create & administer electronic surveys developed by the faculty; Track electronic survey responses & compile data for program reports.
  • Provide oversight of clerical work performed by student workers.
  • Participate in required team, faculty, & university meetings; For team meetings-create agenda, record minutes, & follow up as requested.
  • Coordinates room reservations for student test accommodations, meetings, & general room requests.
  • Prepare degree audits & licensure verifications forms.
  • 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 all grad psych programs.
  • Maintain a schedule of program activities/tasks & 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 & experience.
  • Proficient in Microsoft Office 365 applications (Word, Excel, Outlook, Teams) & Zoom.
  • Experience managing correspondence, organizing calendars, ensuring compliance with deadlines & procedures, & following complex systems for organizing professional & financial records.
  • Excellent organizational skills, written & verbal communication, & ability to manage multiple projects simultaneously in a fast-paced environment.
  • Ability to interact & work well with faculty & students, both on campus & virtually.
  • Respect for diversity of background, identity, and perspectives.
  • Ability to maintain strict confidentiality to handle sensitive matters using discretion, diplomacy, & judgment.
  • A high degree of emotional intelligence, excellent listening skills, & 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 application materials 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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