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Academic Affairs and Student Admissions Specialist

Apply now Job no: 522235
Work type: Classified Staff
Location: Eugene, OR
Categories: Administrative/Professional, Admissions/Financial Aid/Enrollment Management, Administrative/Office Support, Student Life/Services

Department: Graduate School
Classification: Administrative Program Spec
Appointment Type and Duration: Regular, Ongoing
Salary: $16.14 - $24.33 per hour
FTE: 1.0

Review of Applications Begins
Position closes June 4, 2018

Special Instructions to Applicants
Please include the following with your application:

1. Cover letter summarizing your qualifications and interest in the position.
2. Resume
3. Three professional references
4. Responses to the following supplemental questions:

a. What are your current employment/career goals and how do the duties and responsibilities of this position relate to those goals?

b. This position performs projects which require organization and analytical skills. Describe experience that demonstrates your ability to track complex administrative data, balance competing demands and complete analytical projects under a deadline.

c. Describe your experience with word processing documents, spreadsheets, databases and related office software. Give an example of a situation at a previous job when you have had to keep up with changes in technology. Be specific about the change and approach you used to successfully learn and apply what was new.

d. Describe your experience in providing guidance and information and/or explaining policies to diverse constituents.

Department Summary
The Graduate School is the administrative office with ultimate responsibility for policy and procedures relevant to graduate education and graduate students. Its programs and services affect nearly 4,000 graduate students and almost 90 graduate degree programs. The Graduate School’s core purpose is to promote graduate education by fostering excellence, innovation, and inclusive communities. The Graduate School values discovery, inclusiveness, service, fairness, responsibility, excellence, and community.

Position Summary
The University of Oregon Graduate School invites applications for a full-time Academic Affairs and Student Admissions Specialist (Administrative Program Specialist - APS). The purpose of this position is to support the Admissions and Academic Affairs areas of the office. This person processes international and domestic applications for admissions, verifies foreign credentials, makes decisions on a number of petitions pertaining to academic progress, advises students who have run into academic issues, and assures that international applicants and graduate employees have met minimum English language requirements. This position also assists with Graduate School Awards administration. The person in this position will work closely with the Academic Affairs and Admissions Managers. They will also work directly with departments, students, and other administrative offices, about petitions, skill competency, academic progress, and graduations, and should therefore be customer-service oriented, professional, and possess excellent communication skills, both written and spoken.

This position has a high degree of decision making, and is autonomous on most decisions. The person in this position will be assessing academic standing. They will also be evaluating and advising on petitions and the withdrawal/re-registration process. Each of these areas requires a good understanding of policy, and an ability to extrapolate known policy into new or less clear situations. This employee’s decisions will impact academic standing, admission decisions, satisfactory academic progress, and a student’s ability to graduate. Serving the Graduate School’s core values and purpose requires an ability to make decisions about admission policies and procedures in a manner that is fair and inclusive and to provide an environment that is welcoming and service-oriented.

Minimum Requirements
• 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 post-secondary education may be substituted for up to one year of the experience.

Professional Competencies
• Experience in serving and ability to communicate effectively and professionally (in writing, in person, on the phone) with individuals from diverse backgrounds and cultures
• Demonstrated organizational, decision-making and time management skills, as well as excellent attention to detail
• Experience working in a team to accomplish long-range goals and solve problems using innovative solutions and taking into account multiple perspectives
• Experience with the application of policies, preferably in a higher education context
• Experience with technology and using technology to improve processes
• Proficiency with word processing, spreadsheets and database computer applications.

Preferred Qualifications
• Bachelor’s degree from an accredited institution
• Experience with BANNER or similar system
• Experience working in an institution of higher education

FLSA Exempt: No

All offers of employment are contingent upon successful completion of a background inquiry.

This is a classified position represented by the SEIU Local 503, Oregon Public Employees Union. 

The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans and paid time off. For more information about benefits, visit

The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA.  The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status.

UO prohibits discrimination on the basis of race, color, sex, national or ethnic origin, age, religion, marital status, disability, veteran status, sexual orientation, gender identity, and gender expression in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Title IX Coordinator, Office of Affirmative Action and Equal Opportunity, or to the Office for Civil Rights. Contact information, related policies, and complaint procedures are listed on the statement of non-discrimination.

In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online at

Advertised: Pacific Daylight Time
Applications close: Pacific Daylight Time

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