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

• Special Instructions to Applicants:

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

• A resume/CV; and
• 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.

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.

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.

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.

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.

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

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.