Administrative Program Assistant: Sponsored Student Advising Assistant

Position Details
Position Information
Department
International Services (MSA)
Classification Title
Administrative Program Assist
Job Title
Administrative Program Assistant: Sponsored Student Advising Assistant
Appointment Type
Classified Staff
Job Location
Corvallis
Position Appointment Percent
100
Appointment Basis
12
Pay Method
Hourly
Pay Period
16th - 15th of the following month
Pay Date
Last working day of the month
Min Salary
$17.43
Max Salary
$26.00
Employment Category
Regular
Position Summary
The Office of International Services is seeking a Sponsored Student Advising Assistant. This is a full-time (1.0 FTE ), 12-month, classified staff position.
About the Office of International Services
The Office of International Services ( OIS ) is a unit within the Division of Student Affairs, which provides essential services to prospective, current, and graduated international/Sponsored Students in keeping with the mission of Oregon State University ( OSU ) to provide services to the people of Oregon, the nation, and the world. OSU defines Sponsored Students as students who are typically funded by their home country government, business, or international organization and OSU has a third-party billing arrangement with the sponsor. OSU has a long-standing history of strong and vibrant Sponsored Student programs and currently has active partnerships with over 50 sponsoring agencies. OSU presently enrolls over 2,300 international students, including nearly 350 Sponsored Students.
About Sponsored Student Programs
Housed in the Office of International Services ( OIS ), Sponsored Student Programs ( SSP ) is a team dedicated to supporting the success of all INTO OSU and OSU international Sponsored Students. The team addresses sponsorship related needs in the areas of admissions, finances, immigration, and academics. As the university's liaison to international sponsors, SSP also provides dedicated liaison services to sponsors and campus partners.
About the Sponsored Student Advising Assistant
The Sponsored Student Advising Assistant reports to the Assistant Director for Sponsored Student Programs and works closely with the Sponsored Student Programs staff to ensure integrity and quality of services offered to Sponsored Students, sponsoring agencies, and campus partners by providing administrative, logistical, and programmatic support. This includes varying amounts of administrative duties such as generating reports related to Sponsored Student enrollment, processing and maintaining sponsorship documents, communication with sponsors, as well as logistical support for Sponsored Student orientation and meetings, and coordinating external delegations.
This position assists in triaging student, sponsor, and campus partner inquiries, which requires a knowledge of OSU business operations, policies, procedures, and office technology (word processing and data management software). This position works closely with a variety of OSU departments, academic programs, the Graduate School, International Admissions, INTO OSU , and external entities as well as students and sponsoring agencies from around the world.
This position provides pertinent academic and other information regarding individual international / Sponsored Students, as per the provisions provided under the Family Educational Rights and Privacy Act ( FERPA ). It calls for a high degree of sensitive and diplomatic public contact and the application of considerable judgment in dealing with non-routine inquiries, including immigration related inquiries from visitors and U.S. government officials. Interactions require strong analytical and organizational skills, and knowledge of federal regulations related to international students and scholars, as well as institutional academic policies and procedures.
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 county. 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.
•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 .
Position Duties
30% Stakeholder Communication and Liaisonship

• Communicates information regarding student enrollment status and academic progress to international sponsors by utilizing student records systems and working with various units on campus including academic advising offices and the Office of the Registrar.
• Responds to inquiries from both internal and external stakeholders pertaining to financial guarantees, sponsorship and university policies and procedures, as well as individual students' financial, academic and immigration information as per the provision provided under the Family Educational Rights and Privacy Act ( FERPA ). Refer sensitive foreign sponsorship and governmental inquiries or issues of delicate or complex nature to OIS leadership team.
• Provides letters and documentation regarding enrollment, study plans, etc. upon request by the sponsor and in consultation with other members of the Sponsored Student programs team and campus partners, as per the provision provided under the Family Educational Rights and Privacy Act ( FERPA ).
• Facilitates communication between international sponsors and various OSU departments on topics including, but not limited to, admissions, academic progress, registration, financial issues, student life, administrative processes, and health insurance.

30% - Sponsored Student Advising Assistance

• Quickly analyzes individual cases as presented, and triage for appropriate action which may include providing accurate information on matters pertaining to sponsorship compliance, enrollment requirements, health insurance waivers, U.S immigration regulations, issuance and updating of student immigration documents, or making appropriate referrals to a Sponsored Student advisor. Use discretion in referring visitors to appropriate staff in OIS .
• Assists with timely communication to students regarding policy updates and other relevant information and responds to student inquires by utilizing various forms of communication including, but not limited to email, telephone, in-person meetings and presentations.
• Assists students and their sponsors with various institutional processes including, but not limited to, the submission of admissions documents and health insurance waivers in close collaboration with appropriate campus offices.

20% - Sponsored Student Programs Administrative Assistance

• Monitors the Sponsored Student Programs general email box
• Supports the third-party billing workflow by managing financial guarantees (FG), updating records, ensuring that appropriate offices receive financial guarantee documentation, and assisting the Bursar's Office and the INTO OSU Finance team, and sponsoring agencies with third-party billing related processes and inquiries
• Provides logistical and administrative support for sponsoring agency delegation visits to OSU and outgoing visits to sponsoring agencies.
• Utilizes SUNAPSIS , CORE , BANNER , OnBase, SEVIS , and other systems to manage workflows, pull data and build reports as requested.
• Assists with developing, testing, and implementing business workflows to increase efficiencies and quality of services to stakeholders in collaboration with Sponsored Student Programs team, Operations and Data Management ( ODM ) team, and other stakeholders,
• Provides other administrative and program/event support to the Sponsored Student programs team as assigned.
• Other duties as assigned by the OIS leadership team

20% - International Student Services Support:

• Works closely with the International Student Advising and the ODM teams to review international student documents, facilitate immigration workshops, and process and issue immigration documents in the US Government's Student Exchange and Information System ( SEVIS ).
• Serve as a Designated School Official ( DSO ) and Alternate Responsible Officer ( ARO ) working closely with OIS colleagues to coordinate responses to general immigration and other questions asked by students, faculty, staff and other visitors.
• Acts as frontline resource for inquiries or requests by providing information about available services and programs, explaining and clarifying rules, processes, policies and procedures, and assisting with the navigation of various systems to students, staff, faculty, and the public.
• Other duties as assigned by the Assistant Director for Sponsored Student Programs.

Minimum Qualifications
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.
Additional Required Qualifications

• Experience with word processing, database and spreadsheet software;
• Excellent organizational skills, task management and attention to detail;
• Strong interpersonal, oral and written communication skills;
• Demonstrated ability in analyzing interpreting and communicating complex regulations and policies;
• Demonstrated ability to exercise sound judgment and ability to determine when it is necessary/appropriate to make referrals;
• Ability to take initiative, work independently and carefully with minimal supervision, and work closely and effectively as a member of a team;
• Ability to work well with people of diverse backgrounds. All services require sensitivity to other cultures and geopolitical affairs and particularly patience and empathy in communication with people whose first language is not English; and
• Require US citizenship or permanent resident status to access the US Government's Student Exchange and Information System ( SEVIS ).
• A 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. Offers of employment are contingent upon meeting all minimum qualifications including the Criminal History Check Requirement
Preferred (Special) Qualifications

• Bachelor's degree;
• Work experience in International Education (preferably in an academic setting);
• Administrative and/or customer service experience within a university or higher education setting;
• Working, living or study experience abroad; and
• Foreign language competency and knowledge of world geography and cultures;

Working Conditions / Work Schedule
Regular work shift is Monday through Friday 8:00 - 5:00 p.m. A hybrid (remote and in-person) work schedule can be accommodated
Position may require sitting for long periods of time.
This position is deemed essential and the incumbent may be expected to report to work during inclement weather, emergency and other University work curtailments or closures.
No
This position requires a clear and unambiguous commitment to compliance of all National Collegiate Athletic Association (NC...