Administrative Assistant

Oregon Health & Science University - Portland, OR4.0

30+ days ago
Description

Job Title Administrative Assistant
Department Admissions Processing Counselor
Location SON 0326
Work Unit Description
This position provides professional support, technical tasks, project management, and administrative duties in support of the admissions processes within the School of Nursing. This includes analyzing and disseminating academic program information, pre-nursing advising, application processing, and data analysis.

Work Schedule, Hours, FTE, Salary Range
FTE: 1.0, Full Time
Schedule: To be Determined
Salary Range: $21.84 - $25.69 per hour
Location: Portland, OR (Marquam Hill)
Job Type: AFSCME

Functions/Duties of Position
Application Processing/Technical Support

Advises applicants to undergraduate and graduate nursing programs and prepares applications for committee review for over 18 nursing programs across five campuses. This is a highly technical role dealing with confidential data, high volumes of data entry and reporting, as well as serving as a key liaison with program staff and faculty including:
Reviewing applications and preparing applications for review in Nursing CAS and Banner.
Tracking applications through the review process and following up with applicants about missing items and current admission status.
Reviewing transcripts for completion of pre-requisite courses and compiling prerequisite and cumulative GPA information
Assembling applicant files including, application, essay, related scores and documents and ensuring files are complete.
Opening the mail and matching applicant materials and cross referencing materials.
Answering questions for faculty and staff about official applicant records.
Reviewing and preparing admission decision packets, following up with incomplete files, and responding to applicant inquiries with admission status updates.
Entering confidential data and running reports on a continuous basis for all new applications including supplemental application materials, such as GPA and test score information, applicant demographic, biographic, and academic information.
Compiling enrollment reports, memos, and other information for internal and external office use into in Excel and Word files, weekly during admissions cycle.
Utilizes Outlook, PowerPoint, Excel, Internet, and database software systems (Banner, Nursing CAS, RedCAP) as needed within the admissions office.
Participates in the successful transfer of application files within the SoN, as well as to all five SoN campuses, OHSU Registrar and Financial Aid Offices, year round during admissions cycle.
Updates and tracks responses to admissions and alternate offers by updating the banner systems with student’s decisions and notifying program and campus administrators and staff daily
Prepares and sends accurate decision packets for all types of decisions, including admits, refusals and alternates and ensures that materials are updated and precise including:
Tracking responses to admissions and alternate offers by updating the banner systems with student’s decisions and notifying program and campus administrators and staff daily
Creating a master list of all applicant campus choices and cross references list against initial admission decisions to produce summary of files that may be reviewed by an alternate campus statewide, annually as admission occur.
Generates and mails decision letters for designated applicants as part of the admission cycle, daily during peak times.
Advises applicants who were not admitted about ways to improve and strengthen their applications for the future, daily during peak admissions times and as needed.
Other duties as assigned.

Public Relations Support

• Provides administrative support for the Office of Admissions including:

Responding daily to high volume phone calls, email and walk in visitors pertaining to pre-nursing advising, responding with a professional level of proficiency and accuracy within 24 hours.
Responding daily to applicant and faculty requests, adjusting workload as needed to manage daily priorities.
High volume of customer service work managing prospective student inquiries professionally with a positive and courteous tone while fielding questions in a complex fast paced environment.
Member of the admissions team responsible for assisting and participating during institutional events like orientation, information sessions, and open houses as needed.
Represents the School of Nursing at information sessions, college fairs, information sessions and other recruitment related events as needed.
Maintains internal and external documents for recruitment and program information dissemination.
Some travel may be required to attend trainings, meetings, and assist with processes during high volume portions of the admission cycle.
Other duties as assigned.

Administrative

Provides assistance and leadership with the scholarship process including:
Participating in scholarship review and distribution meetings, setting meeting dates, prepping scholarship applications for review, and tracking award decisions.
Advising current students and applicants about the scholarship process.
Acting as a liaison between the School of Nursing and the Financial Aid Office
Assist with reports as needed for the Foundation
Other duties as assigned

Job Requirements

Required:
Four years of general office or secretarial experience; OR An Associate’s degree or certificate in office occupations or office technology and two years of general office or secretarial experience; OR A Bachelor’s degree and two years of general office or secretarial experience; OR An equivalent combination of training and experience.

Experience working in a higher education Academic or Student Services Office.

Functional knowledge of Banner or a similar Student Database Information System.

Experience processing student registration, degree evaluations, and/ or reviewing transcripts.

Advanced skills in Microsoft Office Word, Excel, and PowerPoint.

Professional customer service skills/experience, both over the phone and in person.

Strong public speaking and written communication skills.

Ability to multi-task and to work efficiently without supervision.

Ability to prioritize tasks in a fast moving environment to ensure the smooth flow of services and operations.

Demonstrable record of reliable attendance, punctuality and proven successful performance at past and present employers.

Preferred:
Bachelor’s degree or higher in communications, student services, public administration or related field.

Experience in admissions or student affairs.

Advanced knowledge of Banner or a similar Student Database Information System.

Experience with high volume of data entry and demonstrated ability for accuracy.

Experience with high volume of phone calls/e-mail follow up.

Experience with high volume of data entry and demonstrated ability for accuracy.

Experience with high volume of phone calls/e-mail follow up.

Admission, Financial Aid, Registrar, communications, and/or administration trainings.

Bilingual.

Additional Details
Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.
How To Apply
Apply Online
Referral Bonus Eligible
Referral Bonus Amount
Drug Testable No