Administrative Program Assistant: Special Populations Processor
About The Position
The Office of Admissions at Oregon State University 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, exemptions from nonresident tuition, international transcript review, and admissions data integrity and fraud detection. The position evaluates credentials, maintains applicant files, makes admissibility determinations, evaluates residency classifications and tuition-rate benefit eligibility, and supports data integrity efforts across applicant and student populations. It may provide information to campus faculty, academic advisors, high school and college counselors, and prospective and current students. The work involves high volumes across diverse functions, frequent changes to procedures and protocols, and annual and term-based deadlines. It requires strong communication, attention to detail, and the ability to switch between tasks and processes. The role uses Banner Student Information System, OnBase document imaging management system, Slate CRM, Smart Panda Raptor OCR, Microsoft Office, Microsoft Teams, and the Internet. It is based on campus, with hybrid work possible, and has typical office hours Monday through Friday, 8 a.m. to 5 p.m. The position is designated critical or security-sensitive and requires successful completion of a criminal history check and position qualification review.
Requirements
- Three years of office experience, including two years at full-performance level and experience generating documents.
- Lead-work responsibility or experience coordinating office procedures.
- Experience using computers and 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 processes and eligibility criteria and 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 most of the workday and proficiency typing on a standard QWERTY keyboard.
- Must successfully complete a criminal history check and be determined position-qualified under University Standard 05-010 et seq.; incumbents must self-report convictions. Youth-program incumbents 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, coursework transferability, and 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 Slate CRM and Banner SIS when appropriate.
- Interpret and apply laws, regulations, policies, and credential evaluation standards related to international academic records.
- Review queries, reports, and files for potentially fraudulent information or documents; coordinate with colleagues to determine appropriate action, including whether to cancel files for fraud.
- Investigate files escalated by campus partners and 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 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 for files in the second residency review bin based on student application responses.
- Process residency affidavits, determine whether to accept or deny them, communicate decisions, explain formal appeal rights to students whose affidavits are denied, and document processes thoroughly.
- Respond by email to student inquiries and OSU departmental requests, using communication appropriate for audiences from diverse backgrounds and cultural identities.
- Review domestic applicant and matriculated student files for eligibility for tuition-rate reductions across multiple categories, and communicate outcomes to students and campus partners as necessary.
- Attend supervisor meetings, monthly town halls, and department-wide meetings for information-sharing and training.
- Use Microsoft Teams and email to consult with colleagues and supervisors about procedures; maintain clear communication 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.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
