Administrative Program Assistant: Graduate Admissions Applicant Support APA

OSU Rec Sports - Sport. Leadership. Wellness.•Corvallis, OR

9d•$21 - $32•Onsite

About The Position

Oregon State University’s Office of Admissions is hiring a full-time Administrative Program Assistant to support graduate admissions applicants and campus partners throughout the admissions cycle, from application intake through admission and matriculation. The role evaluates graduate applications, helps process applications and recruitment activities, and ensures applicants and campus partners can access accurate graduate admissions information and support. It maintains compliance structures and business processes that protect academic and institutional integrity in selection and pre-enrollment processes. The position manages graduate admissions communication channels, including phone, email, in-person, and chatbot communications. It recruits, hires, and leads up to six student employees in customer service and office support roles. The incumbent collaborates with the Graduate Admissions Team, university staff and faculty, and other stakeholders, and is expected to adapt to evolving procedures and operational platforms. The position makes primary determinations about whether prospective graduate students meet the university’s minimum admission requirements and supports compliance with institutional policies, state requirements, and federal regulations. Work is primarily in a public-facing standard office environment. Shift hours are 8 a.m. to 5 p.m., with public office hours from 9 a.m. to 4 p.m. Some scheduling flexibility is available with supervisor approval. Starting salary is commensurate with skills, education, and experience; the stated salary range is $20.98–$31.63. The anticipated start date is October 1, 2026. A criminal history check and position qualification determination are required, and OSU will review the National Sex Offender Public website prior to hire.

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.
Demonstrated ability to think critically while working independently and collaboratively.
Ability to produce work 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 position qualified under University Standard 05-010 et seq.
Incumbents are required to self-report convictions.

Nice To Haves

Experience in a 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 improve personal and team efficiency.

Responsibilities

Evaluate graduate applications for admission and make primary determinations about whether prospective students meet university minimum admission requirements.
Provide applicant support in person, online, and by phone.
Manage graduate admissions communication channels, including phone, email, in-person, and chatbot communications.
Verify, process, and file official electronic academic documents.
Recruit, hire, and lead up to six student employees in customer service and office support roles.
Ensure live applicant support is available during the standard working week and hours.
Support recruitment efforts and campaigns.
Collaborate with the Graduate Admissions Team and stakeholders across the university to support admissions processing and graduate education best practices.
Maintain compliance structures and business processes and support compliance with institutional policies, state requirements, and federal regulations.
Help maintain a collaborative graduate admissions work community.
Adapt to changes in procedures and operational platforms.