Job Description

Job Summary
This recruitment will be used to fill up to three full-time Administrative Program Assistant positions for the Graduate School at Oregon State University (OSU).

The incumbent in this position processes documents throughout the full enrollment management life cycle, starting with admission and continuing until degree or certificate awards are completed. Numerous technical systems are used, extensive knowledge of policies is required, and communication with students, staff and faculty is important. The Graduate School’s primary missions are to advance graduate education, to assure quality and unquestionable standards and to maintain the academic integrity of approximately 80 graduate programs. To this end, the Graduate School initiates and monitors appropriate regulations, policies and procedures, coordinates programs, courses, admissions standards and degree requirements, and certifies and awards all graduate degrees. The Graduate School maintains records of approximately 5,000 active, thousands of inactive and 8,000 prospective graduate students. Additionally, this unit is responsible for the review, approval and maintenance of several thousand graduate faculty records. By its very nature, the Graduate School’s role is central to the mission of Oregon State University.
Why OSU?
Working for Oregon State University is so much more than a job!

Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.

FACTS:

• Top 1.4% university in the world
• More research funding than all public universities in Oregon combined
• 1 of 3 land, sea, space and sun grant universities in the U.S.
• 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties
• 7 cultural resource centers that offer education, celebration and belonging for everyone
• 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates
• 35k+ students including more than 2.3k international students and 10k students of color
• 217k+ alumni worldwide
• For more interesting facts about OSU visit: https://oregonstate.edu/about

Locations:

Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.

Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.

Total Rewards Package:

Oregon State University offers a comprehensive benefits package with benefits eligible positions that is designed to meet the needs of employees and their families including:
• Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.
• Free confidential mental health and emotional support services, and counseling resources.
• Retirement savings paid by the university.
• A generous paid leave package, including holidays, vacation and sick leave.
• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.
• Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.

Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.
Key Responsibilities
30% Evaluate Ph.D., Master’s, and Certificate programs of study
Review submitted programs of study and transcripts to determine whether program requirements have been met. Review transfer credit requests and enter approved transfer courses in Banner. Discuss exceptions with supervisor. Contact students and program staff to resolve problems; meet with individual students upon request. Place holds on registration until issues are satisfactorily resolved.

30% Audit Student Files and Approve Program Events
Perform final audit of student files and approve the scheduling of all major program events related to graduate education, including doctoral preliminary oral exams and master’s and doctoral final written or oral exams or alternative summative assessments. Perform degree audit to verify that requirements have been accomplished to justify advancement to the next stage of the graduate student’s degree program. Determine acceptability of student’s committee by confirming graduate faculty status and role of committee members. Independently approve or deny requests for substitution of committee members. Inform student and academic department in writing of program deficiencies that must be resolved prior to advancing to the next level in the student’s studies.

30% Certify Degrees
Verify successful completion of program of study and required exams. Certify degrees and certificates by accurately noting completion in Banner. Upload and index documents for electronic student records.

5% Evaluate domestic application credentials as needed for backup
Perform evaluation of applications for which graduate programs recommend admission, including status of former/current institutions(s) and degree(s) for accreditation, and calculation of GPA to ensure OSU standards are met. Calculations may be from universities with a variety of grading systems, calendar years, etc. Confirm authenticity of documents provided by applicants. Update Banner database records, trigger communications to applicants.

5% General Office Duties
Assist with reception and front office duties as needed during vacations, etc. Respond to email questions from students, staff and faculty. Other duties as assigned.
What We Require
Three years of office experience which included two years at full performance level and experience generating documents; and Lead work responsibility or coordination of office procedures.
What You Will Need
Demonstrated experience utilizing MS Office Suite products to perform word processing and spreadsheet functions.
Strong written and verbal communication skills.
Demonstrated accuracy and attention to detail.
Experience providing customer service via multiple formats, i.e. email, CRM, phone, in person.

This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.
What We Would Like You to Have
Experience evaluating admissions credentials or auditing applications, programs of study or documents of a similar nature.
Experience explaining complex policies and procedures.
Prior university work experience in a student-facing department.
Hands-on Banner Student Information experience, or similar SIS product.
Experience working with international populations.
A demonstrable commitment to promoting and enhancing diversity.