Administrative Program Assistant

Administrative Program Assistant

Oregon State University

Department: Graduate Admissions (XEM)

Appointment Type: Classified Staff

Job Location: Corvallis

Recommended Full-Time Salary Range:

Job Summary:

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

The Graduate Admissions International Administrative Program Assistant (APA ) plays a vital role in supporting Oregon State University’s mission to expand access to graduate education and ensure student success. Reporting to the Associate Director of Graduate Admissions Operations, this position supports prospective students, graduate programs, and university partners throughout the entire graduate admissions lifecycle—from application intake through admission and matriculation.

With a primary focus on international application processing, this position works collaboratively with the broader Graduate Admissions team to support applicants from all populations. This role requires strong attention to detail, sound judgment, and the ability to interpret and apply complex policies, regulations, and procedures within a highly technical, systems-driven environment.

The International APA is a key contributor to institutional compliance and academic integrity, supporting critical business processes related to graduate selection and pre-enrollment. Given the diversity and variation among OSU’s graduate programs, success in this role depends on effective communication, collaboration, and relationship-building with staff and faculty across the university, as well as with prospective students and external stakeholders.

This position is well suited for someone who is adaptable, future-focused, and comfortable navigating change, as systems, policies, and workflows continue to evolve. All Graduate Admissions APAs are entrusted with making primary determinations regarding whether applicants meet OSU’s minimum admission requirements, ensuring alignment with institutional policies, state requirements, and federal regulations—all in service of equitable, inclusive, and student-centered admissions practices.

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 https://hr.oregonstate.edu/work-life/diversity-and-cultural-resources 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 https://hr.oregonstate.edu/benefits/prospective-employee 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 illness 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 https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator to learn more about the full value of the benefits provided at OSU .

Key Responsibilities

50%-Graduate Admissions Processing & Compliance

• Review, assess, and process graduate applications for domestic and international applicants at both the master’s and doctoral levels to determine compliance with OSU admission standards, institutional policies, and federal regulations.

• Analyze and manage applicant data within the CRM and related systems, including researching complex cases, interpreting policy, and recommending or initiating appropriate communications.

• Provide subject matter expertise to graduate programs on admissions policies, compliance requirements, holistic review practices, enrollment funnel management, export control considerations, and immigration regulations.

• Research and evaluate international institutions, grading systems, degrees, and accreditation standards to ensure accurate and equitable assessment of international credentials.

• Serve as a Designated School Official (DSO ), issuing immigration documents for newly admitted international students and maintaining compliance with SEVIS and U.S. Department of Homeland Security reporting requirements in collaboration with the Office of International Services.

• Prepare reports and analyses for the Associate Director and enrollment leadership to support data-informed decision-making for more than 100 graduate programs.

• Build strong internal and external relationships to support clear, consistent communication about graduate admissions processes and requirements.

• Support institutional research, enrollment strategy, and reporting needs by maintaining accurate and reliable admissions data.

• Apply inclusive and equitable data practices that reflect OSU’s commitment to fair access and student success.

30%-Advising, Communication & Outreach

• Provide high-quality service and guidance to prospective and admitted students, graduate program staff, faculty, and campus partners through email, meetings, virtual drop-in hours, and other channels.

• Support graduate recruitment efforts, including on-campus events, virtual information sessions, and one-on-one advising appointments.

• Communicate complex admissions and immigration information clearly, professionally, and with cultural sensitivity.

10%-Data Integrity & Operational Support

• Perform routine data audits and updates to resolve discrepancies and maintain the integrity of applicant and student records.

• Identify trends or anomalies in applicant data to support process improvements and operational troubleshooting.

5%- Professional Development

• Participate in ongoing professional development to remain current in graduate admissions, international enrollment management, immigration compliance, and best practices in higher education.

5%- Other Duties as Assigned

• Contribute to activities that support continuous improvement, cross-training, and shared knowledge within the Graduate Admissions team.

What You Will Need

• 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 diverse communities within administrative management and academic constituencies.

• Experience learning new software or business processes quickly.

• Ability to work with International populations.

• Must be eligible to serve as Designated School Official (DSO ) for purposes of providing international student processing through federal systems.

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.

What We Would Like You to Have

• Experience working with International populations

• Experience in university admissions or student recruitment.

• Experience using CRMs such as Slate or Salesforce.

• Experience with data reporting and management.

• Ability to self-assess performance and to improve both personal and team efficiency.

Working Conditions / Work Schedule

Work will take place in a typical office environment during normal business hours.

Special Instructions to Applicants

Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for this position.

Cover letters are optional for this position and will not be used for evaluating your qualifications.

Equivalent required experience is based on full-time equivalent (40 hours per week).

PLEASE NOTE : If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.

Typically, the starting salary is at the lower end of the salary range.

For additional information please contact: Katie Scott at Katie.Scott@oregonstate.edu

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. This job has “critical or security-sensitive” responsibilities. If 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 https://hr.oregonstate.edu/careers/background-checks website including the https://hr.oregonstate.edu/careers/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.

To apply, please visit: https://apptrkr.com/7070447

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