Administrative Program Assistant: Graduate Admissions Applicant Support APA

OSU Oregon State University•Corvallis, OR

5d•Onsite

About The Position

This position supports prospective students, current applicants, incoming admitted students, and graduate program staff and faculty throughout the entirety of the graduate admissions cycle, starting with application intake and continuing through admission and matriculation. While focused on supporting students through the admission process, the incumbent will work with the rest of the Graduate Admissions Team to process applications for admission to the university and recruitment activities and campaigns. The Graduate Admissions Administrative Program Assistant is a key member of the Admissions team, reporting to the Associate Director. This position's key responsibility is ensuring that graduate admission support and information is accessible to applicants and campus partners, while maintaining compliance structures and business processes that are critical to ensuring academic and institutional integrity with respect to selection and pre-enrollment processes for all the university’s graduate student populations. The incumbent will be primarily responsible for managing the communication channels for the Office of Graduate Admissions, including phone, email, in-person and chat-bot communications. This position will also recruit, hire, and lead up to 6 student staff (primarily undergraduates) who fill customer service and office support positions. Given the tremendous variation between graduate programs, collaboration and communication are important aspects of this position. The incumbent will be expected to build collaborative relationships within their unit and with staff and faculty across the university, as well as to communicate effectively both internally and externally as representatives of the university and the Office of Graduate Admissions. In support of institutional and organizational growth, success in this position requires the incumbent to be future-focused and to have the ability to adapt to changes in procedures and operational platforms. All Graduate Admissions Administrative Program Assistants (APA) are responsible for making primary determinations of whether or not prospective graduate students satisfy the university’s minimum requirements for admission, as well as ensuring compliance with various institutional policies, state requirements, and federal regulations. Motivated wholly by the OSU’s mission to help ensure student success, this position works with stakeholders across the institution to support best practices in graduate education in all pre-enrollment processes.

Requirements

Three years of office experience which included two years at full performance level and experience generating documents
Lead work responsibility or coordination of office procedures
Demonstrated ability to think critically, while working both independently and collaboratively
Ability to produce work both accurately and efficiently
Excellent written and verbal communication skills, including the ability to communicate with administrative management and academic constituencies
Experience learning new software or business processes quickly
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.

Nice To Haves

Experience in university or educational setting
Experience using a CRM such as Slate
Experience with data reporting and management
Experience in a leadership role
Ability to self-assess performance and to improve both personal and team efficiency

Responsibilities

Evaluate graduate applications for admission
Provide applicant support in person, online, and on the phone
Verify, process, and file official electronic academic documents
Lead a team of student workers
Ensure live support is available for applicants during the standard working week and hours
Support recruitment efforts
Help maintain a collaborative graduate admissions work community
Manage the communication channels for the Office of Graduate Admissions, including phone, email, in-person and chat-bot communications
Recruit, hire, and lead up to 6 student staff
Build collaborative relationships within their unit and with staff and faculty across the university
Communicate effectively both internally and externally as representatives of the university and the Office of Graduate Admissions
Make primary determinations of whether or not prospective graduate students satisfy the university’s minimum requirements for admission
Ensure compliance with various institutional policies, state requirements, and federal regulations