Administrative Program Assistant

Administrative Program Assistant

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).

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 View email address on click.appcast.io

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 View email address on click.appcast.io.

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

Employment Category - Regular

Job Summary - This recruitment will be used to fill one full-time Administrative Program Assistant for OSU Global Opportunities (OSUGO) at Oregon State University (OSU). The OSUGO 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 (OSUGO) 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:

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 OSUGO 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