Administrative Program Assistant: Special Populations Processor

Oregon State University; Corvallis (OR); On-site; USD 45,000 - 60,000; Full time

Job summary

Oregon State University is seeking an Administrative Program Assistant for the Office of Admissions in Corvallis. The position supports special populations processing, reviews international credentials, residency status, and tuition eligibility while maintaining data integrity across applicant and student records.

Responsibilities include evaluating credentials, communicating with campus partners, and ensuring accurate processing within Banner SIS, OnBase, and Slate CRM.

Qualifications

• Strong communication and interpersonal skills for serving diverse populations.
• Attention to detail and high accuracy in data handling.
• Ability to switch between tasks and manage multiple workflows.

Responsibilities

• Process international documents to determine admission eligibility and residency status.
• Ensure data integrity in admissions applications and flag fraudulent activity.
• Maintain clear written and verbal communication with campus partners and external stakeholders.
• Create and maintain efficient workflows between the Office of Admissions and campus partners.
• Handle residency review processes and affidavits to determine eligibility for residency and tuition.

Skills

Communication skills

Attention to detail

Multitasking

Data integrity

Tools

Banner SIS

OnBase

Slate CRM

OCR (Smart Panda Raptor)

Microsoft Office

Job description

Department: Office of Admissions

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

For additional information please contact: David Compton at [e-mail]

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 backg