Program Assistant for Graduate Psychology Programs - Chatham University

Program Assistant - Graduate Psychology Programs

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

The Program Assistant provides administrative support to the Graduate Psychology programs. The position is primarily responsible for coordinating and processing actions necessary for effective day-to-day academic and business operations of the Grad Psych Programs. This position is an on-campus position with opportunities for hybrid work.

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.

Tasks and Responsibilities:

• Manage program correspondence and documents in a timely manner (incoming/outgoing mail, event invites, orientation materials, registration information, class schedules, textbook lists, etc.).
• Effectively communicate, correspond, and collaborate with program faculty, College and University officials and departments, administrative staff, students, vendors, prospective students and applicants, and the public, in person, and via phone, email, and Zoom/Teams.
• 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/reaccreditation reports, and other program reports (e.g., outcomes report).
• Coordinate, execute, and track the procurement of supplies and instructional materials.
• Request and track contracts for faculty overload and adjunct instructors.
• Process day-to-day financial matters for the Grad Psych 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 Business Office and serve as a focal point for training and compliance with such procedures by faculty.
• Remain current on general University procedures related to student registration, including those required by the Registrar's Office and serve as resource or conduit for information between faculty and appropriate offices.
• Coordinate program events for admissions, orientation, graduation, meetings, workshops, and conferences including room reservations, setup, food orders, invitations, marketing, Zoom links, breakout rooms.
• Assist the Program Director and faculty (search committee) in coordinating the scheduling of interviews (virtual and on-campus) and onboarding of new/prospective faculty.
• Create and administer electronic surveys developed by the faculty; track electronic survey responses and compile data for program reports.
• Participate in required team, faculty, and university meetings; For team meetings- record minutes and follow up as requested.
• Coordinate room reservations for student test accommodations, meetings, and general room requests.
• Prepare degree audits and licensure verifications forms.
• Manage continuing education documentation for all program sponsored events.
• Update student-facing publications including student handbooks and program pages within the learning management system.
• Participate in the admissions process for all grad psych programs.
• 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.

Position Competences:

• Proficiency in various applications commonly used in higher education setting (Microsoft Office applications, Zoom, Brightspace or other LMS, etc.).
• Effective management of correspondences, organizing calendars, ensuring compliance with deadlines and procedures.
• Effective management of complex systems for organizing professional and financial records.
• Excellent planning, organizational skills, written and verbal communication.
• 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 handle sensitive matters using discretion, diplomacy, and judgment.
• A high degree of emotional intelligence, excellent listening skills, and a positive, solution-oriented attitude.

Minimum Qualifications:

• Associate's 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.
• Proficiency in Microsoft Office 365 applications (Word, Excel, PowerPoint, Outlook, Teams) & Zoom.

Salary Range:

• $34,600.00 - $40,000.00. 35-hour work week.
• Exact compensation based on candidate skills and experience.

How to Apply:

Applications accepted only via www.chatham.edu/careers (direct link is https://chatham.applicantpro.com/jobs/3563118) and follow the instructions to complete the application process. To ensure full consideration, please include:

• Cover Letter outlining your qualifications for the position
• Curriculum Vitae or Resume
• Contact information for three professional references

All application materials should be uploaded at the same time at the time of application. The system will not allow applicants to make edits to their applications after submission.

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.