Administrative Program Assistant: Special Populations Processor

Important Notifications:

Application Deadline: When applying, please keep in mind this posting will close at 11:59 pm the night before the posted "end date". Applications MUST be submitted prior to this deadline.

Current Employees: Do not apply via the OSU Career site. Instead, please login to your regular Workday account and visit the Jobs Hub to apply.

Department:

Office of Admissions

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Special Instructions to Applicants:

When applying you will be required to attach the following electronic documents:

1) A resume/CV; and

2) A cover letter indicating how your qualifications and experience have prepared you for this position.

Starting salary will be commensurate with skills, education, and experience.

For additional information please contact: David Compton at David.Compton@oregonstate.edu

Job Summary:

This recruitment will be used to fill one full-time Administrative Program Assistant: Special Populations Processor position for the Office of Admissions at Oregon State University (OSU).

The processes housed within the Office of Admissions include the recruitment of prospective students, responding to requests for admission, providing general university, specific program, and admissions process information, and processing applications from all persons seeking entry to Oregon State University. 
 
The purpose of this position is to create and maintain workflows for special populations as they are reviewed for admissions and eligibility for other benefits at Oregon State University. This would include responsibilities across residency, exemption from non-resident tuition and international transcript review, and data integrity monitoring and processing. Specifically, our fraud detection processes.

This position will evaluate credentials, maintain applicant files, and make admissibility determinations, while applying state system, university and office regulations and requirements. In addition, they will evaluate residency classification and eligibility for tuition rate benefits. This position will also assist with data integrity endeavors across the applicant and student populations. This position may provide information to campus faculty, academic advisors, high school and college counselors, and students both prospective and current. Software used in this position include Banner Student Information System, OnBase document imaging management system, Slate CRM, Smart Panda Raptor OCR and Microsoft Office.
 
There is a high volume of work across diverse functions which requires excellent communication skills, attention to detail, and ability to switch between tasks and processes. All processes have procedures and protocols that may be updated frequently, and work is carried out under pressure of annual and termly deadlines.

Key Responsibilities:

Process International Documents:

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 and assess domestic and international institutions to verify recognition status and compliance with transfer and post-bacc guidelines. Determine student levels and recommend updates with CRM and Banner SIS when appropriate. Interpret and apply laws, regulations, policies, and credential evaluation standards related to international academic records, ensuring compliance and providing guidance.

Ensure Data Integrity in Admissions Applications:

Review queries and reports to determine if files contain fraudulent information or documents. In cooperation with colleagues, and while following internal and external policy and exercising good judgment, determine if files should be cancelled for fraud or not. Follow up on files escalated by campus partners to determine if internal documents or information is fraudulent. Maintain clear, consistent communication with departmental and institutional partners regarding fraudulent files, review processes, and outcomes.

Communicate on a regular basis in person, by telephone and in writing with institution staff, other institutions, private organizations, and/or the general public to provide or request information.

Creates efficient workflow and service delivery within the institution including communication channels between the Office of Admissions and campus partners.

Process Residency Review & Communications:

Assign residency determinations based on student responses on application for files in the second residency review bin.

Process Residency Affidavits to determine eligibility for residency reassignment. Determine if affidavits will be accepted or denied and communicate decisions on affidavits to students. Explain formal appeal process rights to denied students. Document all processes thoroughly.

Respond to student inquiries & OSU departmental requests via email. Maintain communications appropriate for audiences from diverse backgrounds and cultural identities.

Process Tuition Rate Change Eligibility:
Review domestic applicant and matriculated files for tuition rate reduction eligibility across multiple categories. Communicate outcomes to students and campus partners as necessary.

Respond to student inquiries & OSU departmental requests via email. Maintain communications appropriate for audiences from diverse backgrounds and cultural identities.

Communication, Training and Other Duties as Assigned:

Attend meetings with direct supervisor, monthly town halls, and department-wide meetings for information-sharing and training purposes. Use chat communication (Microsoft Teams) and email to work closely with colleagues and supervisors when unsure of appropriate procedures. Maintain clear communication with colleagues working in associated processes and document work clearly in Slate and other locations as needed. Provide operational support during peak periods by assisting with other unit responsibilities as needed for comprehensive coverage. Participate in professional development events or opportunities and serve on search committees.

The processes housed within the Office of Admissions include the recruitment of prospective students, responding to requests for admission, providing general university, specific program, and admissions process information, and processing applications from all persons seeking entry to Oregon State University. 
 
The purpose of this position is to create and maintain workflows for special populations as they are reviewed for admissions and eligibility for other benefits at Oregon State University. This would include responsibilities across residency, exemption from non-resident tuition and international transcript review, and data integrity monitoring and processing. Specifically, our fraud detection processes.

This position will evaluate credentials, maintain applicant files, and make admissibility determinations, while applying state system, university and office regulations and requirements. In addition, they will evaluate residency classification and eligibility for tuition rate benefits. This position will also assist with data integrity endeavors across the applicant and student populations. This position may provide information to campus faculty, academic advisors, high school and college counselors, and students both prospective and current. Software used in this position include Banner Student Information System, OnBase document imaging management system, Slate CRM, Smart Panda Raptor OCR and Microsoft Office.
 
There is a high volume of work across diverse functions which requires excellent communication skills, attention to detail, and ability to switch between tasks and processes. All processes have procedures and protocols that may be updated frequently, and work is carried out under pressure of annual and termly deadlines.

Qualifications:

Required Qualifications

• 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.
• Experience with 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 with the ability to communicate with diverse audiences. 

Ability to: 

• Independently research, assess, and retrieve information from the Internet. 

• Receive and provide information in person, by phone, or electronically. 

• Explain information regarding specific processes or eligibility criteria clearly. Provide in-depth technical information regarding policies, procedures, and programs to applicants and university colleagues and partners. 

• Complete work with a high level of accuracy and attention to minute details.

• Sit at a keyboard/computer/workstation for the majority of a workday. Be proficient in typing using standard qwerty keyboard. 

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.

Preferred Qualifications

• Competency in using Slate CRM, Banner SIS, and document management systems (i.e. On Base). 

• Experience in higher education, specifically admissions.

• Experience in compliance work.

Working Conditions/Schedule:

Typical Office Hours M – F, 8am – 5pm. On-Campus, hybrid work is possible. 

Salary Range:

$20.98 - $31.63

Anticipated Start Date:

2026-11-09

Anticipated End Date:

When applying, please keep in mind this posting will close at 11:59 pm the night before the posted "end date". Applications MUST be submitted prior to this deadline.

We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.

OSU will conduct a review of the National Sex Offender Public website prior to hire.

OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. If this position has “critical or security-sensitive” responsibilities and/or driving duties and you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our Background Checks website including the for candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team at employee.relations@oregonstate.edu.

Attention: Current Employees

Do not apply via the OSU Career site. Instead, please login to your regular Workday account and visit the Jobs Hub to apply.

EEO Commitment

We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.

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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.
• Optional lifestyle benefits such as pet, accident, and critical care insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.

Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.

Pay Transparency Policy Statement

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is a) in response to a formal complaint or charge, b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or c) consistent with the contractor’s legal duty to furnish information.

Disability Accommodation

At Oregon State University, no qualified person shall, solely by reason of disability, be denied access to, participation in, or the benefits of, any program or activity operated by the University. If requested, OSU will provide reasonable accommodation to applicants in order to provide access to the application, interviewing and selection process. You are not required to note the presence of a disability on your application to receive an accommodation. Please request any reasonable accommodations for disability as early as possible in the application and search process. Requests may be directed to the hiring unit, or to the Office of Equal Opportunity and Access at (541) 737-3556. See Request an Accommodation Procedures for the OSU policy.

Title IX Statement

Oregon State University, in compliance with state and federal laws and regulations, including Title IX and its regulations, does not unlawfully discriminate and prohibits discrimination in any education program or activity that it operates, including in academic admissions and employment. The university prohibits unlawful discrimination on the basis of age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin (including ancestry and ethnicity), citizenship, marital or family status, pregnancy or related conditions, disability, genetic information, protected veteran status / service in the uniformed service, or any other status protected by law or OSU policy.

Inquiries about Title IX may be referred to OSU’s Title IX Coordinator, the U.S. Department of Education’s Office for Civil Rights (link to https://ocrcas.ed.gov/contact-ocr), or both. OSU’s Title IX Coordinator is the Executive Director of the Office of Equal Opportunity and Access (EOA). For information on OSU’s nondiscrimination policy and procedures, including how to report information about conduct that may constitute discrimination or make a complaint of sex discrimination under Title IX, contact EOA by phone: 541-737-3556, email: equal.opportunity@oregonstate.edu, mail/location: 330 Snell Hall, Corvallis OR 97331, or visit EOA’s website: eoa.oregonstate.edu.

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