Program Assistant

Position Details

Posting Summary


Position Title
Program Assistant


Posting Number
AS1133P


Subdivision
School of Engineering and Computing


Division
Col. of Engineering & Business


Department
Environmental Science & Engr.


Location
Erie, Pa


Position Summary


Gannon University, a Catholic university, invites applications for a full-time Program Assistant in the School of Engineering and Computing housed in the College of Engineering and Business. The successful candidate will work closely with the academic leadership, faculty and students to provide support to all aspects of the programs. The position is responsible for supporting the operations of academic departments (Computer and Information Science, Electrical and Cyber Engineering, and Environmental Science and Engineering, Mechanical Engineering and Biomedical, Industrial and System Engineering), including the application of policies and procedures, and some general administrative tasks. A sophisticated knowledge of Excel and ability to manage and understand data is essential. Must possess a willingness to learn other technology. Must be able to support and promote the University's Mission.

Requirements include effective communication skills, strong interpersonal and organizational skills and the ability to maintain confidentiality; the ability to work independently; the capability to prioritize and manage multiple tasks simultaneously; familiarity with social media management, and excellent decision-making and problem-solving ability.

ESSENTIAL FUNCTIONS:

1. Communications & Editing: Manage internal and external communications across email, digital signage, and social media. Draft and proofread correspondence, reports, and promotional materials. Design flyers and graphics. Update BrightSigns with relevant content.
2. Data Management & Reporting: Generate and analyze reports. Retrieve data from internal systems and external databases to support leadership decisions. Summarize findings for accreditation, assessment, and performance metrics.
3. Meetings & Coordination: Schedule and coordinate in-person and virtual meetings. Prepare agendas and presentation materials, send invitations, and manage logistics. Attend meetings to take minutes and distribute follow-up documentation.
4. Academic Documentation: Edit academic documents including catalog entries, programs and curriculum sheets, and schedules. Assist leadership with accreditation reports, unit reviews, and program documentation. Process project and thesis records when applicable.
5. Supervisor & Leadership Support: Support academic leadership by preparing materials for review and approval. Facilitate follow-through on approved items including communications and document distribution.
6. Records Management: Maintain departmental records including adjunct resumes, syllabi, and student files where applicable. Ensure proper storage and retrieval of faculty and program data.
7. Office Administration & Purchasing: Oversee supplies and inventory for faculty and staff. Manage budgets, process invoices and reimbursements, and prepare check requisitions. Make informed purchasing decisions as needed.
8. Facilities & Technology Liaison: Coordinate maintenance and technology needs with Physical Plant and ITS. Serve as point of contact for vendors and IT service requests relevant to department operations.
9. Event Planning & Support: Plan, execute, and support departmental and college events. Coordinate with other Gannon/community/industry partners for special events. Arrange logistics, handle registrations, book facilities, coordinate food service, and assist with event setup/takedown. Communicate event details to stakeholders.
10. Marketing & Outreach: Create promotional campaigns and materials for recruitment and public outreach. Manage departmental social media, prepare mailings, and collaborate with faculty to showcase student and faculty achievements. Monitor and manage the School of Business website pages.
11. Student Retention Support: Support retention efforts through planning, promoting and executing student-focused events. Gather student feedback through surveys or focus groups.
12. Staffing & Onboarding Support: Assist with staffing processes by posting job openings for graduate assistants and student workers. For new employees, schedule interviews, manage onboarding paperwork, and coordinate communications with the dean's office and HR.
13. Special Projects & Strategic Initiatives: Participate in committees as assigned. Lead or support initiatives to automate or streamline processes. Create documentation to educate faculty, staff, and students on new systems and processes.
14. General Duties: Performs other tasks as assigned within the scope of the position as needed.

SUPERVISORY RESPONSIBILITIES:

Under general supervision, this position reports to the academic leadership but may receive specific instructions from other professionals within the department. This position may assign and check the work of student workers.

CONTACT WITH OTHERS:

Internal: Works with faculty, staff, administration and students. Will respond to requests for service or securing services or information from other departments across the University.

External: Works with the general public, responding to inquiries (prospective students, parents, etc.) Works with alumni, industry and community partners (SEC academic programs' Advisory Board Members) and guests on campus, interfaces with Gannon affiliate entities (SBDC, Beehive) and companies.

Required Qualifications


Education: Associate's degree.

Experience: Three years of general secretarial experience; proficiency in using personal computers and application software, such as Microsoft Excel, Word, PowerPoint and Outlook is required.

Skills: Must possess excellent verbal, written, proofreading, and organizational skills; the ability to craft correspondence and reports independently with minimal supervision; the ability to read and comprehend work orders, written instructions and procedure manuals; the ability to record accurate meeting minutes and disseminate information to stakeholders; the ability to multitask and prioritize responsibilities, ability to ask direction if a course of action is unclear; the ability to research and compile data; and communicate with diverse populations. This position is extremely self-directed. The assumption is that the incumbent will thrive in an environment where they are largely autonomous and proactive.

University Mission: Must be able to support and promote the University's Mission.

Preferred Qualifications


A bachelor's degree is preferred with prior experience in higher education settings.

Physical Demands

PHYSICAL REQUIREMENTS:

Must be able to meet the physical demands associated with a busy office and University environment.

WORKING CONDITIONS:

Work is performed in a busy office setting. Occasional weekend and evening hours are required.

Exempt Status
Non-Exempt


Position Classification
Support Office


Position Type
Staff


Employment Status
Full-Time


Position Length
12M


Hours per Week
37.5


Work Schedule
8:00AM-4:30PM, Monday through Friday


Shift
1st