Administrative Program Assistant: Graduate Admissions Applicant Support APA

# Department:
Office of Admissions

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: Katie Scott at [email protected]

Job Summary:

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

Key Responsibilities:

- Evaluate graduate applications for admission
- Provide applicant support in person, online, and on the phone
- Verify, process, and file official electronic academic documents
- Lead a team of student workers
- Ensure live support is available for applicants during the standard working week and hours
- Support recruitment efforts
- Help maintain a collaborative graduate admissions work community

The incumbent in this position supports prospective students, current applicants, incoming admitted students, and graduate program  staff and faculty throughout the entirety of the graduate admissions cycle, starting with application intake and continuing through admission and matriculation.  While focused on supporting students through the admission process, the incumbent will work with the rest of the Graduate Admissions Team to process applications for admission to the university and recruitment activities and campaigns.

The Graduate Admissions Ad Administrative Program Assistant is a key member of the Admissions team, reporting to the Associate Director. This position's key responsibly is ensuring that graduate admission support and information is accessible to applicants and campus partners, while maintaining compliance structures and business processes that are critical to ensuring academic and institutional integrity with respect to selection and pre-enrollment processes for all the university’s graduate student populations. The incumbent will be primarily responsible for managing the communication channels for the Office of Graduate Admissions, including phone, email, in-person and chat-bot communications.

This position will also recruit, hire, and lead up to 6 student staff (primarily undergraduates) who fill customer service and office support positions.

Given the tremendous variation between graduate programs, collaboration and communication are important aspects of this position.  The incumbent will be expected to build collaborative relationships within their unit and with staff and faculty across the university, as well as to communicate effectively both internally and externally as representatives of the university and the Office of Graduate Admissions.

In support of institutional and organizational growth, success in this position requires the incumbent to be future-focused and to have the ability to adapt to changes in procedures and operational platforms.

All Graduate Admissions Administrative Program Assistants (APA) are responsible for making primary determinations of whether or not prospective graduate students satisfy the university’s minimum requirements for admission, as well as ensuring compliance with various institutional policies, state requirements, and federal regulations. Motivated wholly by the OSU’s mission to help ensure student success, this position works with stakeholders across the institution to support best practices in graduate education in all pre-enrollment processes.

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.
- 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 administrative management and academic constituencies.
- Experience learning new software or business processes quickly.

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:

- Experience in 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 to improve both personal and team efficiency.

# Working Conditions/Schedule:
The work is primarily performed in a standard office environment that is public facing.
Shift hours are 8 – 5pm with the open office hours 9 –4 pm. Some flexibility in scheduling is available with supervisor approval.

Salary Range:

$20.98 - $31.63

# Anticipated Start Date:
2026-10-01

Anticipated End Date:

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 [email protected] .