Administrative Program Specialst

Employer Info:

Oregon State University

Oregon State is an international public research university that draws people from all 50 states and more than 100 countries. We go wherever the challenges are, push ourselves to the very edge of what’s known and keep going. We are determined to forge solutions. We are diverse and welcoming. We embrace our responsibility to Oregon and the world, building a future that’s smarter, healthier, more prosperous and more just. We see what could be and have worked relentlessly for 150 years to make it so. 2 campuses, 11 colleges, 12 experiment stations, Extension programs in all 36 counties, 200+ academic programs — COUNTLESS IMPACTS.
Job Name
Administrative Program Specialst
Brief Description
The Administrative Program Specialist (APS) position is a member of the Operations Team reporting to the Assistant Registrar for Records and Registration. This position serves as a user-level expert for multiple student records and registration systems, including student information and associated applications, third-party transcript, workflow and digital technology platforms, and document management systems. Collaboration and communication are important aspects of this position for building and maintaining strong partnerships across the institution. Success in this position includes the ability to pivot quickly within an ever changing environment; comfort with ambiguity and flexibility are important. The Administrative Program Specialist role is necessary to ensure students, staff and faculty have the support needed to be successful at Oregon State University.
Job Type
Education Level Required
High School/GED
Location City
Corvallis, OR 97331, United states
Contact Person
Chris Hunt
Contact Email
Contact Phone
How to Apply
Please visit the Oregon State University jobs website for more information and to apply. Search for job posting P03215CT.
Direct Link
Click here for more info
Job Details
The Office of the Registrar is an Oregon State University mission-critical unit. We serve as an innovative partner, providing a clear path for student success. Institutional integrity is ensured through our strict adherence to confidentiality. We provide enrollment and instructional services, maintain academic history, and offer support services to students, staff, and faculty. We can provide continual outstanding service because of our commitments to excellence, equity, collaboration, and innovation. The Office of the Registrar provides a welcoming and inclusive work environment, in which everyone is treated with dignity and respect and is valued for their contribution to student success at Oregon State University.

Position Duties
60% – Program Services (Records and Registration)
  • Systems: Continuous maintenance and investigation of student record data in the Banner Student Information System and OnBase (document management system). Maintenance and critical analysis of systems processes for regulatory compliance including accuracy and integrity of student records. Review, process and troubleshoot student records requests in multiple digital technology and workflow applications. Resolve registration data discrepancies in the Banner Student Information System.  Collaborate and maintain documentation for records and registration utilizing Box (online content management tool). Use AWA process-dependent scheduling tool to produce queries and reports, performing updates to the database. Utilization of reporting tools to query systems for retrieving data for reports, error identification, and statistics gathering. Serve as the functional expert for the My.OregonState portal assisting students, faculty and staff as needed. Retrieve information from the Oregon State University website for functions and policies involving program services related to student records and registration.
  • Problem-Solving: Perform professional-level research, analysis, and resolution of complex student and technical system issues for student records and registration services. Help guide students, faculty and staff with understanding and using the academic calendar, student records and registration applications or forms, tuition and fee charts, and refund schedules. Actively listen to students, faculty, and staff, analyzing situations and offering resolutions related to a variety of issues, or within pre-defined limits making exceptions or finding alternative processes meeting the needs of the individual. Update and correct data errors in the Student Information System as identified.
  • Client Services: Provide a high level of service to students, faculty, staff and the public via phone, email, Zoom video communication and in-person. Interpret and explain applicable laws, rules, regulations, policies, and procedures, providing guidance and assistance to students. Analyze and interpret requests, providing information about multiple programs and services related to student records, including, but not limited to readmission, enrollment verification, transcripts, academic standing, and major/curriculum. Analysis and interpretation of registration requests, including, but not limited to petitions, withdraw from the term, change of grading basis. Interpret, clarify, and explain regulations, policies, processes, and data using explanatory rationales. Offer suggestions or alternatives to students, faculty, or advisors for issue resolution. Educate and guide students, faculty, and staff on all records processes and use of the Banner student information system, My.OregonState, digital technology platform for transcript ordering and submission of information request forms. Examine student application forms and requests ensuring completeness and accuracy of information against academic regulations, academic calendar, university policies, and the academic catalog.

20% – Program Review and Support
Serve as the primary administrative support to the Faculty Senate’s Academic Requirements Committee (ARC) and Academic Standing Committee. Manages the review of the student petition process making determinations about student eligibility for late course drops, course withdrawals, reassignment of grading options, and exception to university reinstatement rules or other academic regulations.
Prepares the weekly ARC docket including evaluation of petitions to ensure students have supplied complete and accurate information, evaluates petition requests against academic regulations and committee guidelines, determines if specific petition requests meet pre-approval requirements, and approves/denies requests for pre-approval. Determines need for engagement with other compliance offices such as Office of Equity and Inclusion or Disability Access Services. Evaluates the student’s record to ensure the accuracy of the request. Responsible for administering the outcomes of committee decisions, communicating with students and their advisors, providing written communication regarding the decision and the recommendations or suggestions provided. Coordinate and maintain petition records and the processing of petition results. Respond to correspondence from student, advisor, or departmental staff regarding committee decision. As requested, provide instructions to students and their advisors on the ARC decision appeal procedure.  Inform Financial Aid Office, Office of International Services, and Athletic Compliance Office of results to ensure compliance with federal reporting requirements for financial aid disbursement, veterans and active-duty military benefits, NCAA regulatory requirements for student athletes, and immigration status requirements for international students. Provide weekly report of petition results to Student Accounts.

10% – Team Support and Training
Under the direction of the Assistant Registrar for Records & Registration, assign student employees jobs/tasks for completion. Provide training and help with onboarding new student employees.
Coordinate with other departments for researching of unusual circumstances, e.g., resolving and/or correcting student financial hold disputes, documenting changes and determining a fair outcome when an error has occurred. Draft end user documentation for staff and faculty and student guides, increasing self-service and student success. Assist with the development of training and templates for procedures, operational processes, and policies under which the office operates.

5% – Staff Development
Attend regular team and Office meetings. Actively participate in all Office discussions, workshops and retreats. Participate in university or professional organization staff development activities or conferences. Participate in cross-training for a variety of office and technological functions. Seek out and engage in opportunities to further knowledge of Office of the Registrar functions and competencies.

5% – Commencement and Other Duties as Assigned
On occasion, assist other units within the Office of the Registrar with university programs and activities. Assist with annual commencement related activities and ceremony, as required. 

Position Qualifications
Minimum Qualifications
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.

Additional Required Qualifications
  • Experience providing customer service face-to-face, via phone, and email.
  • Experience interfacing with large or enterprise software systems and databases.
  • Ability to analyze complex issues and situations, identifying alternative solutions, forecasting of consequences, and recommending an effective course of action.
  • Experience with the Microsoft Office suite.
  • Experience providing exceptional customer service, with the confidence to act when critical situations arise.
  • Service experience advising and/or instructing people about processes and/or procedures.  
  • Ability to promote policy and regulation equality and integrity, ensuring diverse needs of Oregon State’s students are appropriately addressed.
  • Experience in an office setting interpreting and enforcing policies, procedures, and regulations.
  • Experience working in a team environment with frequent interruptions and distractions. 
  • Excellent written and verbal communication skills, with the ability to explain policies, procedures, and regulations.
  • A demonstrated commitment to diversity, equity, and inclusion.
  • 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 OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.
Preferred Qualifications
  • Experience working in higher education.
  • Ability to work within an environment where ambiguity and the ability to pivot quickly are commonplace.
  • Experience with a student information system, (e.g., Banner, Colleague).
  • Experience using an enterprise data reporting system (e.g., Jaspersoft, Argos, Cognos).