Administrative Program Assistant: Graduate Admissions Applicant Support APA

About the role

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). The incumbent 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 Administrative Program Assistant is a key member of the Admissions team, reporting to the Associate Director. This position's key responsibility 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.

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