"Administrative Program Assistant/Evaluation Specialist - R0000336"

On Campus-Ashland

locations

Southern Oregon/Ashland Campus

time type

Full time

posted on

Posted Yesterday

job requisition id

R0000336

POSITION SUMMARY:

Date application must be received for priority consideration by: August 28, 2024

Anticipated Appointment Begin Date: September 15, 2024

Closing Date or if blank, Open Until Filled:

Job Family Group: Support Staff

Support Staff Classification Title: Administrative Program Assistant

Division/Department: Academic and Student Affairs/Admissions

Compensation Range (commensurate with experience): $18.56 -$20.15 /hourly or $3,218 - $3,492 monthly @ 1.0 FTE

FLSA Status: Non-Exempt

Appointment Basis: 12-month

Time Type: Full-time

Benefits Eligible: Yes

Renewable/Non-renewable/Grants/Limited Duration: Renewable

This position must possess and maintain a current, valid Driver License: No

This position is designated as a critical, security-sensitive or safety-sensitive position; therefore, the incumbent must successfully complete a Criminal Background Check: Yes

Work Location Type: On-campus

Work Hours: M-F (8:00a – 5:00p) Hours are subject to change with notice.

Worker Status: Must be able to legally work in the United States without visa sponsorshipSPECIAL INSTRUCTIONS TO APPLICANT:

• Each applicant is required to provide (as attachments to the online application) the following supplemental documents: (1) a letter providing some detail of the applicant’s qualifications and interest in the position; and (2) current resume/CV
• For inquiries and additional information, please contact Human Resource Services via email at hrs@sou.edu or by phone at (541)552-8553.
• To view SOU’s very generous benefits and pension programs available to eligible positions, please visit https://inside.sou.edu/assets/hrs/Benefits/Benefit_Flyer/2024_Prospective_Candidate_Benefit_Overview_012024.pdf
• Our benefits package is an important complement to the offered salary and our Total Compensation Calculator, https://inside.sou.edu/hrs/comp-calc.html, demonstrates our value and commitment to our employees.

POSITION DESCRIPTION:

The Office of Admissions is responsible for recruiting, assessing, and admitting new students to the University. In support of this goal, this position processes and evaluates these applications and related documents, and corresponds with students accordingly This position is critical for the campus, as it directly impacts prospective student satisfaction and associated enrollment tendencies. In summary, the purpose of this position is to: Review and process admissions applications and associated documents: Enter accurate applicant information into SIS: Audit for completion of applicant files; Use independent judgment and knowledge of policies to evaluate admissibility of student applicants: Communicate with applicants regarding the status of their application and associated changes: Update and maintain the student record in SIS until matriculation: Resolve weekly error reports; Utilize knowledge of admissions policies and procedures to answer corresponding inquiries; Work closely with other Evaluation Specialist and Associate/Assistant Director of Admissions in maintaining a standardized approach to application processing. 

Minimum Requirements

• 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 

Preferred Requirements

• Same as Minimum Classification Qualifications

Essential Functions

Duties - The following examples are typical work activities that are meant to illustrate the general range of work functions and are not meant to be all-inclusive or restrictive:

(50%) Application Processing

• Reviews new applications to ensure accurate information.
• Ensures completeness of applicant files.
• Enters pertinent and relative data into Banner SIS.
• Processes transcripts, test scores, and supporting documents for prospecive, current, and former students
• Determines applicant admissibility by assessing GPA. subject requirements, applicable transfer credits, test scores, and corresponding materials.
• Performs updates to applicant records.
• Understands and maintains admissions application work flows.
• Maintains processes in collaboration with Graduate Admissions

(15%) Admissions Contact

• Manages various email accounts.
• Corresponds with applicants, admitted students, faculty, staff, and general inuiries regarding policies and procedures.
• Uses knowledge of institutional, state, and federal guidelines.
• Stays current with national admissions best practices.
• Performs a variety of audits utilizing SIS and CRM reporting tools.

(10%) Related Processes

• Manage and/or coordinate one or more of the following admissions support functions, e.g., California Exchange Program, National Student Exchange Program. Admissions Committee.
• Interpret guidelines, assign, and audit tuition rate codes, e.g., Western Undergraduate Exchange, North State Promise. California Exchange.

(15%) Audits and Error Reviews

• Resolves applicant data errors identified on weekly automated reports.
• Collaborates cross-departmentally regarding updates to student application information.
• Coordinates the duplicate ID resolution process.
• Performs routine audits ensuring applicant data integrity.

(5%) Documentation

• Maintain up to date documentation of specific job related policies and procedures.

(5%) Other Duties

• Meeting with campus visitors.
• Assisting with the training of new employees.
• Assisting with proofreading various documents.
• Assisting with Admissions events.
• Supporting additional office needs.

Skills, Knowledge, and Abilities

• Excellent communication skills; demonstrated ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism to effectively handle a broad range of sensitive interpersonal situations.
• Demonstrated ability to interpret and consistently apply a wide variety of complex policies and procedures where specific guidelines may not always exist.
• Expressed ability to work with frequent changes in policies and procedures, under pressure of deadlines in a fast-paced environment.
• Demonstrated ability to proactively assess work operations and anticipate potential problems; ability to develop and implement strategies for preventing/resolving problems.
• Great ability to effectively perform work of a highly sensitive and confidential nature that requires access to information. Must be able to exercise sound judgment and discretion, tact, and diplomacy.
• Takes initiative in independently planning, organizing, and performing work assignments within broadly defined parameters
• Demonstrated ability to work with a high level of productivity and accuracy/attention to detail.
• Excellent organizational and time management skills with the demonstrated ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and proficiency with a variety of computer applications including word processing, spreadsheets, databases, online systems, social media platforms, Internet as well as online calendaring and email.
• Demonstrated ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Willingness to and work effectively in a heavily bureaucratic environment which requires regular interaction with a number of levels within the organization and multiple outside agencies.
• Working knowledge or ability to quickly learn, university infrastructure, policies, and procedures.
• Demonstrated ability to provide training and direction to student assistants.
• Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.

Physical Demands

• Normal office activities such as sitting/standing at a desk, using a computer, answering phones, and communicating in person both in writing and via phone with others.

Special Conditions

• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work additional hours and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.
• Must be able to successfully pass a pre-employment background check.
• This position classification has been defined as non-exempt and is subject to the overtime provisions of the Fair Labor Standards Act (FLSA).
• The person holding this position is considered a mandatory reporter under the Oregon Revised Statutes and is required to comply with the requirements set forth by the Oregon Department of Human Services.

_________________________

SOU is an equal access AA/EOE committed to achieving a diverse and inclusive workforce

In compliance with the Americans with Disabilities Act (ADA), Southern Oregon University will provide, if requested, reasonable accommodation to applicants in need of accommodation in order to provide access to the application, interviewing, and selection process. You are not required to note the presence of a disability on this application. If, however, you require a reasonable accommodation in the application and/or interview process due to disability, requests must be made in a timely manner to Human Resources.

Diversity Statement:

Southern Oregon University is a welcoming community committed to inclusive excellence and the celebration of diversity. Without diversity, our educational process is diminished. Working together in support of our commitment to diversity, we strengthen and enrich our role as learners, educators and members of a tightly connected global community. We encourage those who share in our commitment to diversity, to join our community and we expect all our employees to demonstrate an ability and desire to create an inclusive campus community.

SOU Land Acknowledgement

We want to take this moment to acknowledge that Southern Oregon University is located within the ancestral homelands of the Shasta, Takelma, and Latgawa peoples who lived here since time immemorial. These Tribes were displaced during rapid Euro-American colonization, the Gold Rush, and armed conflict between 1851 and 1856. In the 1850s, discovery of gold and settlement brought thousands of Euro-Americans to their lands, leading to warfare, epidemics, starvation, and villages being burned. In 1853 the first of several treaties were signed, confederating these Tribes and others together – who would then be referred to as the Rogue River Tribe. These treaties ceded most of their homelands to the United States, and in return they were guaranteed a permanent homeland reserved for them. At the end of the Rogue River Wars in 1856, these Tribes and many other Tribes from western Oregon were removed to the Siletz Reservation and the Grand Ronde Reservation. Today, the Confederated Tribes of Grand Ronde Community of Oregon (https://www.grandronde.org) and the Confederated Tribes of Siletz Indians (https://www.ctsi.nsn.us/) are living descendants of the Takelma, Shasta, and Latgawa peoples of this area. We [you may say I or the name of a program/department] encourage YOU to learn about the land you reside on, and to join us in advocating for the inherent sovereignty of Indigenous people.

Notice to Prospective Employees

Section 485 of the Higher Education Act, and The Federal Crime Awareness and Campus Security Act of 1990 (now referred to as the “Clery Act”), require that prospective employees be notified of the availability of SOU’s Annual Security and Fire Safety Report. The report provides the annual statistics and campus policies for the reporting of and responding to campus crimes and fires; access to campus facilities; conduct code and campus policies on the use, possession, and sale of drugs/alcohol; and educational/information programs to inform the campus community about campus security procedures and crime prevention.

An electronic copy of the Annual Security Report (ASR)can be accessed at the following link:

https://inside.sou.edu/security/statistics.html. A physical copy of the ASR is available at no charge upon request. To request a copy please visit the Campus Public Safety Office at 382 Wightman Street, Ashland OR 97520. For more information call 541-552-6258, or email clerycoordinator@sou.edu.