Administrative Program Assistant

Administrative Program Assistant Bookmark this Posting | Print Preview | Apply for this Job Please see Special Instructions for more details.
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.
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: | Jennifer Cohen | Jennifer.
cohen@oregonstate.
edu | 5417376292 OSU commits to inclusive excellence by advancing equity and diversity in all that we do.
We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.
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 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.
Position Details Position Information Department Biol & Ecol Engineering (ABE) Classification Title Administrative Program Assist Job Title Administrative Program Assistant Appointment Type Classified Staff Job Location Corvallis Benefits Eligible Full-Time, benefits eligible Remote or Hybrid option? Employment Category Regular Job Summary This recruitment will be used to fill one full-time Administrative Program Assistant position for the Department of Biological & Ecological Engineering at Oregon State University (OSU).
This position will support the graduate programs (Ph.
D.
, M.
S.
, M.
Eng.
) in Biological & Ecological Engineering (BEE) and the interdisciplinary Water Resources Graduate Program (WRGP) at Oregon State University.
This position will also coordinate admissions, manage general advising, communication and outreach, recruitment, and coordination of departmental policies for all graduate programs offered in BEE and WRGP.
Duties also include participation in development of new program policies.
The Water Resources Graduate Program is an academic disciplinary program that reports to the Graduate School directly while students are studying in various colleges and departments across OSU.
There are currently five graduate degrees offered by the WRGP.
The mission of the WRGP is to achieve national and international recognition as a center of excellence for integrated research and education in the programs broadly defined as Water Resources Science, Water Resources Engineering, and Water Resources Policy and Management.
The department is composed of a director, 3 associate directors, and two part-time staff, as well as approximately 50 graduate students and faculty from across many units at Oregon State University.
The Department of Biological & Ecological Engineering is an academic unit that reports to the College of Agricultural Sciences while the students are studying under College of Engineering.
There are currently three graduate degrees offered by BEE.
The mission of BEE is to achieve national and international recognition as a center of excellence for integrated research and education in the programs broadly defined as Ecological Engineering, Biological Engineering, and Water Resources Engineering while maintaining strong outreach links to the agricultural and natural resources communities.
The department faculty are leaders in their fields with common interests in ecological, environmental, biological, and water resource systems.
The department comprises about 15 faculty members and instructors, 7 staff members and research associates, 30 graduate students, and 110 undergraduate students.
All duties include working with diverse student populations, including ethnic minorities, older than average students, students with disabilities, and those enrolled from remote areas, some of which are outside the U.
S.
Important aspects of the work include developmental advising, attention to detail, and frequent contact with other units at the University.
OSU commits to inclusive excellence by advancing equity and diversity in all that we do.
We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.
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.
Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.
Key Responsibilities 80% Graduate Program Coordination: Maintains in-depth knowledge of the programs and requirements associated for OSU admission and continuation with the program in order to educate and respond to inquiries from applicants, students and advisors on requirements and changes to those requirements and answer all questions about BEE and WRGP.
As primary liaison for the Graduate School, this position serves as sole coordinator for the review of graduate applications, including, but not limited to, reviewing applications for completeness (GRE and TOFEL scores, letters of reference, transcripts) and diversity candidates, circulating applicant names within the graduate committee, referring applicants to specific advisors, and reporting to the Graduate School regarding admissions, rejections, and status of current students.
As well as communicating with applicants throughout the process.
Coordinate all graduate admissions with BEE Graduate Committee and WRGP Director and Associate Directors, BEE and WRGP graduate faculty advisors and the OSU Graduate School.
Coordinates the recruitment and retention activities of the BEE and WRGP graduate programs such as producing and distributing marketing posters to other universities, attending recruitments events, and developing content for website and email communications with prospective students.
Organizing potential student visits to the campus by setting up meetings and making travel arrangements.
Coordinate with BEE department head or WRGP Director and the graduate committee on review and revision of departmental rules and requirements for graduate students.
Develop and maintain resources about rules and requirements set by the department and the OSU graduate school for BEE and WRGP faculty and graduate students.
Develop and maintain graduate guide for website for BEE and WRGP faculty, MS/PhD/MEng students.
Facilitate student transitions between Ecological Engineering and other Oregon State University undergraduate programs into BEE and WRGP graduate programs; liaise with Graduate School as needed during these processes.
Manages course and room scheduling for WRGP by working with faculty and communicating with Schedule Desk and collects and submits textbook orders to OSU Bookstore.
Assists with student registration issues: petitions, overrides, and obtaining new course reference numbers.
Assists with WRGP seminar series, which includes itinerary preparations for seminar speakers and publicizing the events via flyers, emails and various networks around OSU.
Attends WRGP faculty and Executive Committee meetings and BEE Graduate program meetings to record meeting minutes and provide policy and data input.
10% Program Administration Support: Prepares WRGP & BEE graduate faculty nomination and WRGP courtesy and faculty appointment forms and submits to Graduate School and Human Resources.
Coordinate selection of departmental nominees for graduate school scholarships and fellowships and administer submission of nominee packages to the graduate school.
Conducts Purchasing for WRGP and serves as back-up purchaser for BEE.
Develop and maintain internal databases to track student progress in all BEE and WRGP graduate programs.
Maintain student records according to OSU records requirements.
Assist the graduate program director (WRGP) or chair (BEE) with compiling and analyze data on graduate student admissions, performance, and completion and compose reports and documents in support of all graduate programs.
Administer annual evaluation process for all MS, PhD and MEng students.
Administer student exit surveys and/or graduate learner outcome assessments.
Collaborate with BEE department head and WRGP Director on development and administration of graduate student exit surveys, graduate learner outcome assessments, and 3-year survey of graduates.
10% Other: Serve the Unit, Department, College, and University in ways that are relevant to assigned duties, such as membership on committees, participation in job searches, etc.
Other duties as needed What We Require 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.
What You Will Need Demonstrated experience in maintaining orderly and efficient office operations or lead work.
Ability to interact with a wide variety of constituents in a professional and tactful manner.
Proficiency in personal computing, including word processing, email systems, and web applications.
Ability to work on multiple projects that may have short and concurrent deadlines.
Effective written and verbal communication skills.
Attention to detail and high accuracy in data entry/ document checking.
A demonstrable commitment to promoting and enhancing diversity.
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 organizing programs, preparing advising materials, managing databases, working closely with an advising team and communicating with administrators, faculty, and other advisors.
Experience with the Banner Student Information System and CORE.
Knowledge in social media and other forms of communication technology.
Working Conditions / Work Schedule Work takes place in a typical office environment; Will work some nights and weekends as needed for events and recruitment.
Pay Method Hourly Pay Period 16th - 15th of the following month Pay Date Last working day of the month Min Salary $17.
43 Max Salary $26.
00 Link to Position Description https://jobs.
oregonstate.
edu/position_descriptions/11952 Posting Detail Information Posting Number P04626CT Number of Vacancies 1 Anticipated Appointment Begin Date 03/16/2024 Anticipated Appointment End Date Posting Date 01/29/2024 Full Consideration Date Closing Date 02/12/2024 Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified applicants 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.
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: | Jennifer Cohen | Jennifer.
cohen@oregonstate.
edu | 5417376292 OSU commits to inclusive excellence by advancing equity and diversity in all that we do.
We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.
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 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.
Supplemental Questions