Administrative Program Assistant: Special Populations Processor

OSU Oregon State University•Corvallis, OR

10d•Hybrid

About The Position

Oregon State University’s Office of Admissions is hiring a full-time Administrative Program Assistant: Special Populations Processor. The position creates and maintains workflows for special populations being reviewed for admission and eligibility for other benefits, including residency, nonresident tuition exemptions, international transcript review, and data integrity and fraud detection. The employee evaluates credentials, maintains applicant files, makes admissibility determinations, evaluates residency classifications and tuition rate benefit eligibility, and supports data integrity across applicant and student populations. The role may provide information to campus faculty, academic advisors, high school and college counselors, and prospective and current students. The work involves high-volume, varied processes with frequently updated procedures and protocols, annual and term deadlines, and the need for strong communication, attention to detail, and the ability to switch between tasks. Software used includes Banner Student Information System, OnBase document imaging management system, Slate CRM, Smart Panda Raptor OCR, and Microsoft Office. The position is based on campus, with hybrid work possible, and typical office hours are Monday through Friday, 8 a.m. to 5 p.m. A criminal history check and determination of position qualification are required for this critical or security-sensitive position.

Requirements

Three years of office experience, including two years at full performance level and experience generating documents.
Lead work responsibility or coordination of office procedures.
Experience using computers and computer software to ensure accurate and efficient data entry.
Demonstrated competency in Microsoft Windows and Microsoft Office Software Suite.
Demonstrated professional communication skills and ability to communicate with diverse audiences.
Ability to independently research, assess, and retrieve information from the Internet.
Ability to receive and provide information in person, by phone, or electronically.
Ability to clearly explain information about specific processes or eligibility criteria.
Ability to provide in-depth technical information about policies, procedures, and programs to applicants and university colleagues and partners.
Ability to complete work accurately with attention to minute details.
Ability to sit at a keyboard, computer, or workstation for the majority of a workday.
Proficiency typing on a standard QWERTY keyboard.
Successful completion of a criminal history check and determination of position qualification under University Standard 05-010 et seq.; incumbents must self-report convictions, and those in youth programs may undergo additional criminal history checks every 24 months.

Nice To Haves

Competency using Slate CRM, Banner SIS, and document management systems such as OnBase.
Experience in higher education, specifically admissions.
Experience in compliance work.

Responsibilities

Review and evaluate international academic credentials for undergraduate domestic students to determine admission eligibility, transferability of coursework, and appropriate student classification in accordance with university policies and standards.
Research domestic and international institutions to verify recognition status and compliance with transfer and post-baccalaureate guidelines.
Determine student levels and recommend updates in CRM and Banner SIS when appropriate.
Interpret and apply laws, regulations, policies, and credential evaluation standards related to international academic records.
Review queries and reports for potentially fraudulent information or documents and work with colleagues to determine whether files should be cancelled for fraud.
Follow up on files escalated by campus partners to assess whether documents or information are fraudulent.
Communicate with institutional and departmental partners about fraudulent files, review processes, and outcomes.
Communicate in person, by telephone, and in writing with institution staff, other institutions, private organizations, and the general public to provide or request information.
Create efficient workflows and service delivery, including communication channels between the Office of Admissions and campus partners.
Assign residency determinations based on student application responses for files in the second residency review bin.
Process residency affidavits, determine eligibility for residency reassignment, accept or deny affidavits, communicate decisions to students, and explain formal appeal rights to students whose affidavits are denied.
Document processes thoroughly and respond to student and OSU departmental inquiries by email.
Review domestic applicant and matriculated files for eligibility for tuition rate reductions across multiple categories and communicate outcomes to students and campus partners.
Attend supervisor meetings, monthly town halls, and department-wide meetings for information sharing and training.
Use Microsoft Teams and email to consult colleagues and supervisors about procedures; communicate with colleagues working in associated processes and document work in Slate and other locations as needed.
Provide operational support during peak periods by assisting with other unit responsibilities as needed.
Participate in professional development opportunities and serve on search committees.