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Administrative Program Assistant

Oregon State University

Oregon State University

Department: International Services (MSA)

Appointment Type: Classified Staff

Job Location: Corvallis

Recommended Full-Time Salary Range:

Job Summary:

This recruitment will be used to fill one full-time Administrative Program Assistant: Sponsored Student Advising Assistant position for the Office of International Services at Oregon State University (OSU ).

About the Office of International Services The Office of International Services (OIS ) is a unit within the Division of Student Affairs, which provides essential services to prospective, current, and graduated international/sponsored students in keeping with the mission of Oregon State University (OSU ) to provide services to the people of Oregon, the nation, and the world. OSU defines sponsored students as students who are typically funded by their home country government, business, or international organization and OSU has a third-party billing arrangement with the sponsor. OSU has a long-standing history of strong and vibrant sponsored student programs and currently has active partnerships with over 50 sponsoring agencies. OSU presently enrolls over 2,300 international students, including nearly 350 sponsored students.

About Sponsored Student Programs Housed in the Office of International Services (OIS ), Sponsored Student Programs (SSP ) is a team dedicated to supporting the success of all INTO OSU and OSU international sponsored students. The team addresses sponsorship related needs in the areas of admissions, finances, immigration, and academics. As the university’s liaison to international sponsors, SSP also provides dedicated liaison services to sponsors and campus partners.

About the Sponsored Student Advising Assistant The Sponsored Student Advising Assistant reports to the Manager of Business Operations for Sponsored Student Programs and works closely with the Sponsored Student Programs staff to ensure integrity and quality of services offered to sponsored students, sponsoring agencies, and campus partners by providing administrative, logistical, and programmatic support. This includes varying amounts of administrative duties such as generating reports related to sponsored student enrollment, processing and maintaining sponsorship documents, communication with sponsors, as well as logistical support for sponsored student orientation and meetings, and assists with coordinating external delegations.

This position assists in triaging student, sponsor, and campus partner inquiries, which involves knowledge of OSU business operations, policies, procedures, and office technology (word processing and data management software). This position works closely with a variety of OSU departments, academic programs, the Graduate School, International Admissions, INTO OSU , Student Account Services, Office of the Registrar, and external entities as well as students and sponsoring agencies from around the world.

This position provides pertinent academic and other information regarding individual international / sponsored students, as per the provisions provided under the Family Educational Rights and Privacy Act (FERPA ). It calls for a high degree of sensitive and diplomatic public contact and the application of good judgment in dealing with non-routine inquiries, including immigration related inquiries from U.S. government officials. Interactions need strong analytical and organizational skills, and knowledge of federal regulations related to international students and scholars, as well as institutional academic policies and procedures.

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 https://hr.oregonstate.edu/work-life/diversity-and-cultural-resources 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 https://hr.oregonstate.edu/benefits/prospective-employee 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 https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator to learn more about the full value of the benefits provided at OSU .

Key Responsibilities

30% Stakeholder Communication and Collaboration

• Communicates information regarding student enrollment status and academic progress to international sponsors by utilizing student records systems and working with various units on campus including academic advising offices and the Office of the Registrar.
• Responds to inquiries from both internal and external stakeholders pertaining to financial guarantees, sponsorship and university policies and procedures, as well as individual students’ financial, academic and immigration information as per the provision provided under the Family Educational Rights and Privacy Act (FERPA ). Refer sensitive foreign sponsorship and governmental inquiries or issues of delicate or complex nature to OIS leadership team.
• Provides letters and documentation regarding enrollment, study plans, etc. upon request by the sponsor and in consultation with other members of the sponsored student programs team and campus partners, as per the provision provided under the Family Educational Rights and Privacy Act (FERPA ).
• Facilitates communication between international sponsors and various OSU departments on topics including, but not limited to, admissions, academic progress, registration, financial issues, student life, administrative processes, and health insurance.

30% – Sponsored Student Advising Assistance

• Efficiently analyzes individual cases as presented, and triage for appropriate action which may include providing accurate information on matters pertaining to sponsorship compliance, enrollment requirements, health insurance waivers, U.S immigration regulations, issuance and updating of student immigration documents, or making appropriate referrals to a sponsored student advisor. Use discretion in referring inquiries to appropriate staff in OIS .
• Assists with timely communication to students regarding policy updates and other relevant information and responds to student inquires by utilizing various forms of communication including, but not limited to email, telephone, in-person meetings and presentations.
• Assists students and their sponsors with various institutional processes including, but not limited to, the submission of admissions documents and health insurance waivers in close collaboration with appropriate campus offices.

20% – Sponsored Student Programs Administrative Assistance

• Triage the Sponsored Student Programs general email box and respond when appropriate.
• Supports the third-party billing workflow by managing financial guarantees (FG), updating records, ensuring that appropriate offices receive financial guarantee documentation, and assisting Student Account Services and the INTO OSU Finance team, and sponsoring agencies with third-party billing related processes and inquiries
• Provides logistical and administrative support for sponsoring agency delegation visits to OSU and outgoing visits to sponsoring agencies.
• Utilizes SUNAPSIS , CORE , BANNER , OnBase, SEVIS , and other systems to manage workflows, pull data and build reports as requested.
• Assists with developing, testing, and implementing business workflows to increase efficiencies and quality of services to stakeholders in collaboration with Sponsored Student Programs team, Operations and Data Management (ODM ) team, and other stakeholders,
• Provides other administrative and program/event support to the sponsored student programs team as assigned.
• Other duties as assigned by the OIS leadership team

20% – International Student Services Support:

• Works closely with the International Student Advising and the Operations and Data Management (ODM ) teams to review international student documents, facilitate immigration workshops, and process and issue immigration documents in the U.S. Government’s Student Exchange and Information System (SEVIS ).
• Serve as a Designated School Official (DSO ) and Alternate Responsible Officer (ARO ) working closely with OIS colleagues to coordinate responses to general immigration and other questions asked by students, faculty, staff and other visitors.
• Acts as frontline resource for inquiries or requests by providing information about available services and programs, explaining and clarifying rules, processes, policies and procedures, and assisting with the navigation of various systems to students, staff, faculty, and the public.
• Other duties as assigned by the Manager of Business Operations for Sponsored Student Programs.

What You Will Need

• Experience with word processing, database and spreadsheet software;
• Excellent organizational skills, task management and attention to detail;
• Strong interpersonal, oral and written communication skills;
• Demonstrated ability in analyzing interpreting and communicating complex regulations and policies;
• Demonstrated ability to exercise sound judgment and ability to determine when it is necessary/appropriate to make referrals;
• Ability to take initiative, work independently and carefully with minimal supervision, and work closely and effectively as a member of a team;
• Ability to work well with people of diverse backgrounds. All services require sensitivity to other cultures and geopolitical affairs and particularly patience and empathy in communication with people whose first language is not English;
• A demonstrable commitment to promoting and enhancing diversity;
• Require U.S. citizenship or permanent resident status to access the U.S. Government’s Student Exchange and Information System (SEVIS ); and

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. Offers of employment are contingent upon meeting all minimum qualifications including the Criminal History Check Requirement.

What We Would Like You to Have

• Bachelor’s degree;
• Work experience in International Education (preferably in an academic setting);
• Administrative and/or customer service experience within a university or similarly complex institutions;
• Working, living or study experience abroad;
• Foreign language competency (preferably Arabic) and knowledge of world geography and cultures; and
• Graphic design skills.

Working Conditions / Work Schedule

Regular work shift is Monday through Friday 8:00 – 5:00 p.m. A hybrid (remote and in-person) work schedule can be accommodated Position may require sitting for long periods of time.

Special Instructions to Applicants

To ensure full consideration, applications must be received by April 10, 2025. Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice 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: Sandra Richter at Sandra.Richter@oregonstate.edu or 541-737-6310.

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 https://hr.oregonstate.edu/careers/background-checks website including the https://hr.oregonstate.edu/careers/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.

To apply, please visit: https://apptrkr.com/6155535

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