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Office Specialist 2: Admissions & Customer Service Specialist

Full Time
  • Full Time
  • Bend, OR
  • $17.24-$25.24/hr. USD / Year
  • Salary: $17.24-$25.24/hr.

Website OSU-Cascades

Job Summary

This recruitment will be used to fill one full-time Office Specialist 2: Admissions & Customer Service Specialist position for the Academic Programs and Student Affairs at Oregon State University (OSU).   This position will be located in Bend, Oregon.

The purpose of the Admissions & Customer Service Specialist contributes to the success of OSU-Cascades by providing excellent customer service as the first point of contact for most students and aids in recruiting by supporting the Admissions Office with recruiting efforts and by providing timely and accurate admissions processing.

The Admissions & Customer Service Specialist covers the Enrollment Services Office one quarter of the time and provides back-up coverage when necessary. When performing work at the front office, this role provides information regarding programs and services at OSU-Cascades, including OSU and the Degree Partner Program with COCC, explaining and clarifying rules, processes and procedures to students, staff, faculty, and the public. This role also supports recruiting events, processes admissions applications, makes admission decisions, evaluates transcripts, and completes other admissions processes as assigned.

OSU-Cascades, located in Bend, Oregon is a branch campus of Oregon State University. Established in 2001, the university currently enrolls 1,300 students in bachelor’s and master’s degree programs. The campus expanded to a four-year university in 2015, opened its 10-acre campus in fall 2016, and the Oregon legislature approved additional funding in 2017, 2018 and 2021 for continued campus expansion, which is currently in progress. The branch campus has ambitious enrollment goals to reach 3,000 students and is engaged in building a culturally diverse and community-centric educational environment.

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.

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

70% – Admissions Processing
  • Application processing: Using Banner Student Information System (SIS), Slate, OnBase document management systems, and AWA job submission, accurately process incoming undergraduate and graduate applications according to prescribed procedures.
  • Explain the types of admission and the admission process.
  • Convey information about what documents are required for domestic applications and advise students of their application status.
  • Direct people to the OSU-Cascades web site for the correct application to complete for domestic and international undergraduate/graduate, post-bacc or non-degree seeking students.
  • Communicate with departments on application status and documents received when required.
  • Receive and process documents (electronic & paper) required for Admission File Review/Decision
  • Making/Reporting. Use Slate and OnBase workflow and Banner SIS to monitor application status and determine review-readiness. Follow the defined admissions communication plan to advise students of their application status and missing documents.
  • Review admission files and make admit decisions, process admit letters and provide new students information on next steps.
  • Report new admits to COCC as required.
  • Accurately enter transcript information into Banner for degree-seeking students.
  • Review advanced standing audit reports to enforce OSU course repeat policies.
25% – Customer Service
  • Communicate with a diverse clientele in a courteous, pleasant, tactful and professional manner, ensuring professionalism and respect for all students and their respective cultures.
  • Greet and answers questions from walk-in visitors including, but not limited to, prospective students, guests to campus, current students, faculty and staff.
  • Assists in the recruitment and retention efforts of OSU-Cascades to include representing the campus at orientations and other special events.
  • Answer incoming main phone lines and e-mail, responding to questions or forwarding calls/e-mails as appropriate, using discretion for confidential information.
  • Respond to questions about admission standards and general university information such as programs offered, housing, financial aid, scholarships, etc.
  • Explain processes, rules, regulations, functions and programs.
  • Explain OSU-Cascades student policies and procedures related to the Degree Partnership Program with COCC. Accurately access Student Information System for data retrieval, data assessment and data input while talking on the phone and entering data simultaneously.
  • Convey registration policies for enrolled students including tuition impacts.
  • Access and retrieves basic student information from the Student Information System about advising, registration, billing, and financial aid following the guidelines for student record confidentiality (FERPA guidelines).
  • Process registration changes including OSU major changes, term changes and campus changes.
  • Advise on immunization/student health information requirements. Accurately interpret student academic history, including dual enrollment
5% Other duties as assigned.

What We Require

Two years of general clerical experience. One year of which included typing, word processing, or other experience generating documents; OR An Associate’s degree in Office Occupations or Office Technology; OR Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience. College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.

What you will need

  • Accuracy and attention to detail.
  • Demonstrated ability to work in a team environment.
  • Excellent customer service skills.
  • Strong time management and organizational skills.
  • Experience working with large complex databases.
  • Ability to multi-task in a busy office environment.
  • Demonstrable commitment to promoting and enhancing diversity.
 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 discipline of choice.
  • Two years of customer service experience.
  • Two years of general office experience with strong skills in word processing, spreadsheets, MS
  • Office preferred, and scanning software.
  • College or university work experience.
  • Competency and/or experience working with people from various backgrounds and cultures.
  • Fluency in a second language- Spanish preferred.

To apply for this job please visit jobs.oregonstate.edu.

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