Administrative Program Specialist

Oregon State University; Corvallis (OR); On-site; USD 45,000 - 65,000; Full time

Job summary

Oregon State University is seeking an Administrative Program Specialist for the Department of Statistics, focusing on graduate student support and program administration. The role requires strong organizational skills and involves independent judgment to manage multiple academic activities while fostering a diverse and inclusive environment.

Benefits

Comprehensive benefits package

Tuition reduction benefits

Flexible work arrangements

Qualifications

• Two years of experience as an administrative specialist required.
• Experience with data collection and analysis.
• Profiles must demonstrate compliance with confidentiality guidelines.

Responsibilities

• Provide administrative support for graduate program.
• Coordinate academic activities for students.
• Analyze and troubleshoot administrative issues.

Skills

Strong communication skills

Problem solving

Organizational skills

Attention to detail

Interpersonal skills

Tools

MS Office Suite

Outlook

Adobe

Job description

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.

Cover letters are optional for this position and will not be used for evaluating your qualifications.

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: Lan Xue at [e-mail] or 541-737-3366.

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. 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 [e-mail] .

Position Information

Department

Department Statistics (Science) (SST)

Classification Title

Classification Title Administrative Program Spec

Job Title

Job Title Administrative Program Specialist

Appointment Type

Appointment Type Classified Staff

Job Location

Benefits Eligible

Remote or Hybrid option?

Employment Category

Employment Category Regular

Job Summary

This recruitment will be used to fill one full-time Administrative Program Specialist position for the Department of Statistics at Oregon State University ( OSU ).

The purpose of this position is to provide both specialized and varied support for the academic missions of the Department. The Academic Program Coordinator provides on-campus program support to the Department Head, Graduate Director(s), and Office Manager. This position independently coordinates administrative and academic activities for graduate students from recruitment to graduation. Independent judgment is required in analyzing situations, interpreting and utilizing a variety of policies and procedures, complying with student confidentiality guidelines, creating electronic tools to manage workload and taking the most appropriate course of action. This work is done with a high degree of autonomy.

This position requires problem solving and analytical skills for evaluating, trouble shooting and synthesizing issues in order to successfully and accurately process and coordinate all work. This position is responsible for interpretation of rules, policies, laws and procedures, and for applying these interpretations to specific and often non-routine situations. This position assists the program with monitoring, auditing and/or directing the program’s operation and may include conducting administrative projects or studies requiring research, analysis, evaluation, and interpretation.

Oregon State University is committed to maintaining and enhancing a collaborative and inclusive community that strives for equity and equal opportunity. All employees are responsible for, and must be capable of, addressing the needs and concerns of diverse students. The Department of Statistics’ missions are to train a diverse group of graduate and undergraduate learners at Oregon State University in the theory and practice of statistics and data science; to engage in research and other scholarly activities that will develop and promote the proper use of statistical methodology; and to provide statistical service to other university units. The College of Science is a collaborative and innovative community of students, faculty and staff, that strives for equitable opportunity for all members of that community.

The College of Science embraces instruction and research based in unbiased inquiry and a dedication to discovery and innovation, in disciplines ranging from physical to biological sciences. The College is one of only two universities in the country with federal Land-, Sea-, Space- and Sun-Grant designations which signals our commitment and dedication for scientific research that benefits a broad community. The College is committed to creating a welcoming climate to support equitable learning and to providing innovative, inclusive, accessible and equitable access to learning and research experiences that incorporate global experiences.

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.
• Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.

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 Administration

15% – Administrative and Office Support

5% – Serves as a team member performing other duties as assigned

What We Require

Two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations; OR an equivalent combination of training and experience. One year of postsecondary education may be substituted for up to one year of the experience.

What You Will Need

• Strong communication skills to effectively communicate and deal with individuals at all levels of the organization (advisors, program Directors, Department Heads, faculty, staff, public, and students) in a professional manner.
• Demonstrated effective professional interpersonal skills, e.g. discretion, negotiation, sound judgement, and conflict management.
• Experience working in an environment subject to interruption and multiple competing priorities.
• Organizational skills and the ability to independently manage multiple concurrent projects from beginning to end. Demonstrated experience prioritizing fluctuating workloads and deadlines.
• Experience handling confidential information and sensitive matters.
• A commitment to collaborative and respectful learning and working environments that are safe, inclusive, and welcoming.
• Ability to pay attention to detail.
• Demonstrated experience identifying impediments to efficient processes and developing and implementing successful solutions.
• In-depth experience using and remaining current with Outlook, Adobe, MS Word,Office Suite including and Excel. For example, proficiency with pivot tables, VLookups, Mailmerge, database creation and queries.
• Ability to learn new electronic tools and software.

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

• Knowledge of Oregon State University policies and procedures.
• Experience working with undergraduate and graduate students.
• Experience with scheduling courses for academic programs.
• Experience working with web pages, academic regulations, and managing student academic records.
• Working experience using OSU’s information and administrative data systems including: Banner, Core, Data Warehouse, AppWorx, CANVAS , EvalS, MyOSU, ONID and the Graduate School application system, or similar equivalent systems. Experience with web content management platforms such as Drupal or similar systems; experience creating and updating web pages.
• Experience explaining policies, procedures, and regulations to employees.

Working Conditions / Work Schedule

• The position works on-campus (not remotely) during normal working hours (M-F 8 am to 5 pm).
• Because of deadlines of the university and this office, the staff member in this position may be required to be available during peak periods such as beginning and end of terms.

Indicate how you intend to recruit for this search

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.

Cover letters are optional for this position and will not be used for evaluating your qualifications.

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: Lan Xue at [e-mail] or 541-737-3366.

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. 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 [e-mail] .

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Describe how you specifically meet the requirements of this position through your professional and/or volunteer experience. The requirements can be found under “What We Require” and “What You Will Need” of this posting.

  (Open Ended Question)

• * The College of Science values diversity, equity, and inclusion, and requires a tolerance for diverse ideas within the academy including those different from one’s own. Tell us about a time that you helped support an environment that acknowledges and celebrates diversity and employs inclusive practices throughout its daily operations.

  (Open Ended Question)

Documents Needed to Apply

Required DocumentsOptional Documents

• Cover Letter
• VETERANS ONLY: Must provide proof of Veteran Status (DO NOT upload any unrelated documentation - information uploaded to this field will be removed once reviewed)

Notice of Availability:
In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, Oregon State University publishes an Annual Security and Fire Safety Report covering each university campus location. The report includes important information about safety protocols, a wide range of current security policies, fire safety practices, helpful university and local resources, and crime prevention programs, as well as crime and fire statistics for the previous three calendar years. A paper copy of the report can be requested for no charge by emailing [e-mail] .