Administrative Program Assistant

Oregon State University
Oregon State University

USD 20.98-31.63 / hour

Posted on Jun 17, 2026
Position Information
Department OSU Global Opportunities (XUS)
Classification Title Administrative Program Assist
Job Title Administrative Program Assistant
Appointment Type Classified Staff
Job Location Corvallis
Benefits Eligible Full-Time, benefits eligible
Remote or Hybrid option?
Employment Category Regular
Job Summary
This recruitment will be used to fill one full-time Administrative Program Assistant for OSU Global Opportunities (OSU GO) at Oregon State University (OSU).

The OSU GO Administrative Program Assistant is a highly autonomous role within a fast-paced and complex work environment. The position coordinates program elements for a range of study abroad, exchange and international internships, and provides comprehensive administrative, technical, and operational support for OSU Global Opportunities (OSU GO) and IE3 Global programs.

The work is largely administrative and non-clerical in nature and requires developing processes and following projects from initiation to execution within a time-sensitive framework. The position coordinates multiple complex student application processes; maintains accurate program and student data across multiple university systems; takes the lead on large-scale orientations, events, and daily office operations; provides lead work, timekeeping, training and coordination for student employees; and serves as an administrative liaison with international partner universities and external organizations. The work is often non-linear and complex and requires the ability to learn new skills and to develop the strong intercultural competencies needed to work with diverse student, faculty and institutional populations.

This role involves understanding and implementing compliance at the university and federal level, consistency in managing workload and timely delivery of work products, and efficiency in balancing a range of duties associated with education abroad programs. It requires strong organizational skills, sound decision-making, attention to detail, discretion, and the ability to manage multiple concurrent processes with competing deadlines. The position holder must have excellent communication skills and the ability to respond professionally and confidently to students, parents, faculty and stakeholders from a range of nations and cultures.
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
Application Management and Student Services 30%
  • Independently lead the end-to-end coordination and execution of complex application processes for OSU GO and IE3 Global programs, exercising ownership over timelines, accuracy, and outcomes
  • Monitor and manage application workflows in Terra Dotta, making real-time determinations regarding application status, completeness, and eligibility within established policies
  • Proactively communicate with students to drive application completion, applying judgment in prioritizing outreach and resolving barriers to participation
  • Interpret and apply university, program, and partner requirements when responding to inquiries from students, parents, and advisors, often in nuanced or non-standard situations
  • Independently manage application lifecycle decisions, including processing and documenting acceptances, withdrawals, deferrals, and deadline exceptions in compliance with policy
  • Direct and oversee student employees performing application-related work, ensuring appropriate handling of sensitive and high-impact tasks
  • Evaluate application materials for irregularities, academic concerns, or compliance issues, determining appropriate action or escalation
  • Review sensitive health disclosures and accommodation information, exercising discretion and judgment in identifying risk and coordinating follow-up
  • Coordinate and execute application-related logistics for Faculty-Led Programs, including preparation of materials and international program coordination
  • Resolve transcript and documentation discrepancies across domestic and international institutions, independently troubleshooting delays and coordinating solutions with partners
Systems, Data, and Reporting 15%
  • Maintain ownership of program and application data integrity across systems, ensuring accuracy, completeness, and compliance with institutional standards
  • Independently enter, audit, and validate program data in Terra Dotta, including critical components such as dates, costs, and eligibility requirements
  • Manage document workflows and determine appropriate handling, storage, and transmission of sensitive materials to partner organizations and institutions
  • Analyze and interpret data from multiple systems (e.g., Terra Dotta, Banner) to generate reports that inform operational and programmatic decisions
  • Independently update OSU GO and IE3 websites (Drupal), ensuring alignment with program requirements and resolving discrepancies across platforms
  • Supervise and verify work of student employees engaged in data entry and document processing, maintaining accountability for accuracy and timeliness
  • Identify system inefficiencies and independently implement workflow improvements, automation enhancements, and communication strategies to increase operational effectiveness
Office Coordination and Operations 15%
  • Oversee and coordinate administrative operations across multiple locations, ensuring continuity of operations and effective support for both domestic and overseas staff
  • Design, implement, and enforce systems for organization and management of shared materials and data, ensuring adherence to established logic models
  • Lead onboarding logistics for new staff, independently coordinating access, permissions, and system setup across multiple administrative units
  • Serve as primary liaison with IT, telecommunications, and facilities, making decisions regarding issue prioritization and resolution strategies
  • Anticipate, prioritize, and independently manage operational needs, ensuring timely resolution of issues related to technology, space, and resources. Manage budget resources for office operations.
  • Maintain and coordinate complex calendars and shared resources across units, ensuring alignment with program timelines and priorities
  • Establish and maintain internal documentation and operational standards to support consistency, efficiency, and institutional compliance
Event and Orientation Administration 10%
  • Independently plan and coordinate logistics for large-scale orientations, outreach events, and meetings with multiple stakeholders and competing priorities
  • Make determinations regarding event logistics, including facilities, technology, vendor coordination, and resource allocation
  • Monitor event participation and enforce attendance expectations, exercising judgment in follow-up and exception handling
  • Ensure timely and accurate distribution of event materials, recordings, and alternative access resources
  • Coordinate high-visibility visits, delegations, and hospitality arrangements requiring discretion, attention to detail, and stakeholder awareness
  • Maintain and manage comprehensive event calendars and staffing plans, resolving scheduling conflicts and ensuring adequate coverage
Student Employee Coordination and Oversight 20%
  • Independently oversee and direct the work of 10+ student employees supporting core operational and administrative functions
  • Lead recruitment and hiring processes, making recommendations and decisions that impact staffing and operational capacity
  • Design and implement onboarding and training processes to ensure consistency, accountability, and compliance
  • Assign work, establish priorities, and monitor performance, ensuring completion of complex administrative tasks at a high level of accuracy
  • Evaluate work quality and provide ongoing direction, feedback, and problem resolution
Partner University and External Communications 5%
  • Serve as primary administrative liaison with external partner institutions, representing OSU GO and IE3 Global with authority on operational processes
  • Interpret and communicate program requirements, timelines, and policies to external stakeholders, adapting guidance to varying institutional frameworks
  • Independently manage communication related to application outcomes and program participation
  • Coordinate and verify approvals and documentation across institutions, ensuring compliance with differing regulations and practices
  • Troubleshoot complex cross-institutional issues, determining appropriate resolution strategies and escalation when necessary
  • Generate and analyze reports for partner institutions, ensuring accuracy and alignment with institutional expectations
  • Confirm and reconcile program eligibility, tuition status, and participation details across multiple systems and stakeholders
Special Projects and Process Improvement 5%
  • Lead and coordinate development and implementation of Standard Operating Procedures (SOPs), ensuring alignment with university-wide policies and regulatory guidance
  • Independently assess existing processes and identify areas for improvement in efficiency, consistency, and compliance
  • Design and implement workflow enhancements and documentation standards across systems and teams
  • Maintain and organize shared documentation platforms, ensuring accessibility, consistency, and adherence to established practices
What We Require
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.
What You Will Need
  • Demonstrated experience providing administrative and operational support for complex programs.
  • Experience managing multiple processes with competing deadlines.
  • Experience interpreting, applying and explaining policies and procedures.
  • Ability to work independently within established guidelines.
  • Proficiency with office productivity software and web-based information systems.
  • Clear, professional written and verbal communication skills.
  • Demonstrated ability to work in intercultural or diverse environments.
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
  • Bachelor’s degree in a relevant field.
  • Experience supporting student services, academic programs or admissions in a higher education setting, with a preference for international education programs.
  • Experience supervising and training students, including setting tasks and overseeing completion of student employee duties.
  • Experience coordinating application, admissions, registration, or other complex compliance-driven processes.
  • Experience serving as an administrative liaison with a diverse range of internal and external partners and stakeholders.
  • Experience using Terra Dotta or similar CRM/program management systems.
  • Experience coordinating travel logistics and/or large-scale events from start to finish.
  • Experience with data reporting, analysis, and process improvement.
  • Experience providing lead work to student employees.
  • Experience handling sensitive or confidential information.
  • Experience living, studying, or working abroad.
  • Proficiency in a second language, preferably Spanish.
Working Conditions / Work Schedule
  • Typical office environment with prolonged computer and administrative work. Occasional evening or weekend work may be required to support orientations or special events.
Pay Method Hourly
Pay Period 16th - 15th of the following month
Pay Date Last working day of the month
Min Salary $20.98
Max Salary $31.63
Link to Position Description
Posting Detail Information
Posting Number P05695CT
Number of Vacancies 1
Anticipated Appointment Begin Date 08/03/2026
Anticipated Appointment End Date
Posting Date 06/16/2026
Full Consideration Date 07/07/2026
Closing Date 07/14/2026
Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified applicants
Special Instructions to Applicants
To ensure full consideration, applications must be received by July 7, 2026. 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.

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:
Jennifer Grant
jennifer.grant@oregonstate.edu

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 employee.relations@oregonstate.edu.
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