Administrative Program Assistant – International Programs
Job ID 47293
Department: College of Forestry Adm (FOR)
Classification Title: Administrative Program Assist
Job Title: Administrative Program Assistant – International Programs
Appointment Type: Classified Staff
Job Location: Corvallis
Benefits Eligible: Full-Time, benefits eligible
Employment Category: Regular
This recruitment will be used to fill one full-time Administrative Program Assistant – International Programs position for the College of Forestry at Oregon State University (OSU).
This position provides support to the International Programs Office at Oregon State University’s College of Forestry.
The Oregon State University College of Forestry is an internationally recognized leader that is transforming education, research and policy for managing and sustaining working forest ecosystems in the 21st century. We are a trusted authority and world leader in outreach and research, providing the latest scientific knowledge, woven together with Traditional Ecological Knowledge and multiple ways of knowing, to inform policy and business decisions across the forest landscape. We welcome scholars and students from all over the world to collaborate with us in our classrooms, forests and labs. Our diverse faculty conducts research with global partners to shape understanding of our planet’s health and sustainable resource use. We offer study and internship programs from the biodiverse rainforests of Borneo to state-of-the-art wood manufacturing facilities in the Italian Alps, and frequently host interns and exchange students from around the world. The International Programs team is committed to developing networks and providing opportunities for learning across borders through research, travel, and collaboration.
The position holder will be a primary contact for variety of internal and external stakeholders and partners, including: students, OSU faculty and administrators, international students and scholars, overseas institutional faculty and staff, donors and alumni. Effective, professional communication and a service-oriented approach to all interactions will be critical in this role.
This position is responsible for a wide range of administrative tasks to support assigned programs, including coordinating individual and group travel, outreach, and event logistics; handling financial transactions and tracking budget expenditures; scheduling and preparing materials for meetings; coordinating student applications, interviews and orientations; developing and tracking contracts and agreements; and oversight of outreach materials, including print, web, and social media collaterals. Successful incumbents will be able to balance multiple priorities, contribute to a welcoming, collegial, and inclusive environment, and demonstrate a high level of sensitivity and professionalism in all forms of communication. They will have a strong commitment to the values of diversity, equity and inclusion. The incumbent will utilize a thorough background and understanding of the mission, responsibilities, policies, goals, and philosophies of the College to support the internationalization goals of the College and University. We’re seeking to create a diverse work culture that closely matches the diversity of our faculty, staff, and students.
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.
• 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
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.
45% – Administrative Support:
- Coordinates CoF International Engagement funding, including promoting scholarships, reviewing and formatting applications for decisions, scheduling committee meetings, notifying students of awards, and disbursing funds.
- Develop and implement a cohesive marketing and outreach strategy for CoF International Programs in coordination with and the CoF Marketing & Communications Team.
- Promotes CoF IP programs, scholarships, and events through production of a quarterly newsletter, development and design of print and online outreach materials, website updates, and other media.
- Oversees maintenance of website/resources for visiting students/scholars with support from support staff and student workers
- Schedules, coordinates, provides logistical support, and/or attends both online and in-person events, tours, seminars and meetings to support and/or promote IP programs.
- Monitors, tracks, and reconciles unit budget and special projects budgets. Liaises with business units to pay invoices, request wire transfers, request JVs, and bill fees. Processes reimbursements in CONCUR system.
- Is responsible for bookings, activity scheduling, travel arrangements, and other logistics for visiting groups and delegations.
- Coordinates exchange student applications and works with overseas institutional partners to manage transitions for bilateral student experiences.
- Maintains unit shared online resources, records and databases, processes and routes documents for signature, and researches and orders office supplies.
- Assists in managing outreach activities and correspondence with International Student and Scholar Alumni.
- Provides lead work to student employees and volunteers.
45% – Programmatic Support
- Participate in development of strategic plans for College of Forestry (COF) International Programs.
- For faculty-led programs abroad, handles bookings/scheduling, provides logistical support, and coordinates student interview and selection processes. Monitors student application, acceptance, and pre-departure processes, ensures timely completion of all materials, and handles logistics and communications for pre-departure orientation.
- Serves as the first point of contact for visiting students/scholars for assistance with orientation, logistics of stay, and/or financial matters. Ensures timely and smooth transition for international visitors by supporting preparation and completion of visa materials in compliance with appropriate regulations and guidelines.
- Manages incoming visiting scholar and student intern immigration processing for the College.
- Liaises with Departments, Dean’s office, and Office of International Services (OIS) to follow correct procedure for immigration advising, visa material preparation, and funding for these visitors.
- Provides supervision and troubleshooting support for support staff who will coordinate application process and logistics, interface with OIS, and manage database and communication with departments to ensure timely and smooth transition for international visitors.
- Liaises with Graduate School, FES Graduate Program Coordinator, Student Accounts, and international partners to support application process and student expense billing for international Ecampus MNR and graduate certificate cohorts.
10% – Service & Other Duties as Assigned:
- Participates in college and university committees, task forces, or work groups and engage in professional development as appropriate and approved by supervisor.
- Participates in a minimum of one workshop/activity/training annually (as approved by supervisor) that enhances the commitment to justice, equity, diversity and inclusion; provides a short report/summary on how new knowledge will be applied to day-to-day work.
- Serves as Search Advocate in units across campus, and on search committees for positions pertaining to international mission.
- Other duties as assigned.
What We Require
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.
What You Will Need
- Demonstrated ability to work independently and to manage multiple projects with overlapping deadlines.
- Demonstrated written, verbal, and interpersonal communication skills to represent OSU with professionalism through email and interpersonal interactions.
- Demonstrated ability to understand the complexities of international work and study, and the capacity to work with international students, faculty, staff, and community members.
- Demonstrated skill in utilizing the Microsoft Office Suite (Word, Outlook, Excel,), and the ability to quickly learn and use a diverse set of campus administrative and financial management tools (e.g. BANNER, FIS, Benny Buy/Hire, CORE, DocuSign, Zoom, Qualtrics, Box, Canvas, Google Drive, etc.).
- Demonstrated commitment to diversity, equity, and inclusion, including awareness of cultural difference and the ability to interact with international students, scholars and colleagues in a culturally sensitive, respectful and effective manner.
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.
This position requires driving a university vehicle or a personal vehicle on behalf of the university; therefore, the incumbent must successfully complete a motor vehicle history check, possess and maintain a current, valid driver’s license in their state of residence, be determined to be position qualified and self-report convictions as per University Policy 05-030.
What We Would Like You to Have
- Bachelor’s degree.
- Demonstrated ability to manage budgets, expenses, or financial records.
- Experience studying, living and/or working abroad.
- Experience with web-based and/or print communications.
- Experience in a higher education environment.
- Familiarity with the forestry or natural resource fields.
- Experience working with international students, faculty, staff, and community members.
Working Conditions / Work Schedule
- Work schedule is primarily in person (some remote may be possible), 8:00am-5:00pm, Monday-Friday, with occasional evening and weekend work required.
- Requires occasional on-campus and off-campus (via Motor Pool) deliveries, errands, or meetings.
- Occasionally requires the ability to move up to 20 pounds.
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