Administrative Program Assistant: Customer Service Representative

Oregon State University; Corvallis (OR); On-site; USD 29,000 - 44,000; Full time

Job summary

Oregon State University’s Office of Admissions is hiring an Administrative Program Assistant: Customer Service Representative to provide excellent service and maintain accurate applicant data. You will handle inquiries via phone, email, live chat or in person, process applications, and support transfer credit evaluations with attention to detail.

Applicants should have at least three years of office experience, strong communication skills, and proficiency with Windows and Office tools.

Qualifications

• Three years of office experience including two at full performance level.
• Experience generating documents and coordinating office procedures.
• Ability to resolve issues independently and maintain data integrity.
• Experience answering a high volume of inquiries via phone or email.
• Proficiency with Microsoft Windows, email, word processing and spreadsheets.
• Experience with document imaging and application processing is preferred.

Responsibilities

• Resolve errors in document imaging and evaluation processes.
• Upload and index application documents into imaging system.
• Respond to high volumes of chat requests for information.
• Interact with applicants, students and colleagues about transfer credits.
• Load test data, process applications, refunds, and tuition deposits checks.
• Make independent data decisions when guidelines are unclear and may affect data integrity or revenue.
• Provide training to student staff on processes and policies.

Skills

Customer service

Phone & email handling

Communication skills

Multitasking

Office software

Internet research

Tools

Slate

Banner

OnBase

Job description

Department

Office of Admissions

Starting salary will be commensurate with skills, education, and experience.

For additional information please contact: Cheyenne Pulsipher at [e-mail] or 541-737-5686.

Job Summary

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

Key Responsibilities

• Exercise creative problem solving and collaboration to resolve errors in document imaging, application completion, or stalled files in evaluation process.
• Upload and index application documents into a document imaging system.
• Handle and respond to high volumes of chat requests for information throughout daily operations, potentially managing multiple chats simultaneously.
• Regularly interact with applicants, students and colleagues regarding potential and awarded transfer credits.
• Load test data, collect and distribute mail, process non-degree and professional program applications, application fee refunds, and Advanced Tuition Deposit checks.
• In absence of set parameters or guidelines, make independent decisions on accuracy of data and when to resolve versus report errors, with the understanding this decision may affect data integrity, influence student yield, or revenue for Oregon State University.
• Provide training on processes, policies, and decision making to student staff team.

The Office of Admissions is responsible for the recruitment of prospective students, processing applications, responding to inquiries regarding admission and general information, and processing articulation of transfer credits for individuals applying to and attending Oregon State University.

The primary purposes of this position are to provide excellent customer service, answer inquiries, and bring resolution to issues via phone, email, live chat or through in-person interaction and to maintain accurate student application information and documentation. This position assists with the processing of documents and applications and applies state, university, office and system regulations and requirements to all 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.

Additional Required Qualifications

• Customer service experience, specifically in a high paced work environment with constant interruptions to the daily tasks/projects assigned.
• Experience answering a high volume of phone calls and emails.
• Strong communication skills, both verbal and written.
• Experience with a fast-paced, time sensitive environment
• Ability to multi-task and stay focused.
• Experience in providing and receiving information in person, by phone, or electronically.
• Competent using Microsoft Windows, email, word processing, and spreadsheets. Able to independently research, assess, and retrieve information from the internet.

Preferred Qualifications

• Experience in fee processing.
• Experience with the Slate application system, Banner student information system, OnBase document imaging system, and with application processing.
• Ability to explain information regarding specific programs or services provided by the University and provide in-depth technical information regarding policies, procedures, and programs.
• A demonstrable commitment to promoting and enhancing diversity.
• Three years of office experience which includes experience generating documents and coordination of office procedures.
• Type 50+ words per minute.

Working Conditions/Schedule

Applicant must be able to carry 50lb.

Sitting/standing at a keyboard/computer/workstation for the majority of a workday.

Salary Range

$20.98 - $31.63

Anticipated Start Date

2026-11-16

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.

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.