Program Assistant - Chatham University : Job Details

Chatham University welcomes your interest in employment opportunities and encourages you to review open positions. Please note that Chatham does not accept unsolicited applications. The Program Assistant will provide administrative support to the academic & financial operations of the entry-level (ELOTD) & post-professional (PPOTD) occupational therapy doctorate programs. The Program Assistant supports the curricular administration of academic programs & is primarily responsible for coordinating & 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. 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, & 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

Responsibilities: Coordinates & performs administrative procedures within the Occupational Therapy 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, & 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 OT 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 & 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
• Arrange for classroom & lab cleaning, & equipment calibration & 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 & PPOTD)
• 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

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: 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.