Student Administrative Support Assistant

Oregon State University, United States

Updated: 9 days ago
Location: Corvallis, OREGON
Deadline: 23 Apr 2024

Position Details
Position Information


Job Title Student Administrative Support Assistant
Appointment Type Student Employee
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
Remote or Hybrid option?
Min Hourly Rate $14.20 (Standard); $13.20 (Non-Urban); $15.45 (Portland Metro)
Max Hourly Rate $21.00 (Standard); $20.50 (Non-Urban); $21.50 (Portland Metro)
Position Summary
This recruitment will be used to fill two part-time (maximum of 24 hours per week) Student Clerical positions for the Student Conduct and Community Standards Office at Oregon State University (OSU).
The Student Conduct and Community Standards (SCCS) office strives to collaboratively build living, learning, and working environments that are safe, caring, and successful for all Oregon State University (OSU) community members. The SCCS office serves students, student organizations, faculty, staff, and members of our neighboring cities. As a staff member of this office, the Student Administrative Support Assistant (SASA) plays an integral part in the SCCS office’s ability to accomplish its mission and serve the OSU community.
The SASA is the first point of contact for individuals visiting the SCCS office and is responsible for greeting individuals and connecting those individuals with the appropriate staff member. Answering the SCCS office’s main phone line and providing callers with information, such as: how to schedule an appointment or workshop, how to submit paperwork verifying the completion of a sanction, answering question about the student conduct process, and making referrals to other student support services are key functions of this position.. The SASA assists with monitoring the SCCS office’s main email account, forwarding communications to appropriate staff members and supporting SCCS staff in drafting various communications to students. Additionally, the SASA reviews incident reports filed with the SCCS office and generates appropriate case files within a confidential university database. 
Position Duties
Reception Duties
  • Greet and escort, to the appropriate office, individuals visiting the SCCS office.
  • Answer the SCCS office main telephone line and provide callers with information on how to schedule an appointment with SCCS staff, how to submit paperwork to verify completion of sanctions, the student conduct process, or to refer callers to other student support services.
  • Take messages for OSSC staff as needed. Monitor and respond to the SCCS office voicemail.
  • Monitor the SCCS office email account. Respond to general questions and refer other email correspondences to an appropriate staff member.


Administrative Duties
  • Review confidential incident reports filed with the SCCS office and create cases that are potential violations of the Code of Student Conduct, University policy, or student support needs.
  • Develop individual student case files within the University confidential conduct database.
  • Draft communications to be sent to students using standard templates within the University confidential conduct database.
  • Assist with compiling and preparing distribution materials associated with education and outreach training and workshops.
  • Assist with compiling and preparing for distribution materials associated with committee hearings.

Contributions to SCCS
  • Attend staff meetings and trainings as schedule allows.
  • Communicate to appropriate staff leadership concerns raised by individuals interacting with the SCCS office.
  • Work on special projects as directed by the SCCS Operations Coordinator
Minimum Qualifications
Full Employment Eligibility Requirements can be found here: http://fa.oregonstate.edu/stu-manual/500-employment-eligibility-requirements

  • Must be academically enrolled in a high school, community college, or university and pursuing a program or course of study
  • Must meet Academic Standing Requirements; students on academic suspension are not eligible for employment
  • Must meet the applicable minimal enrollment standard
    • High School student: Regularly enrolled in a high school or participating in a home-schooling program
    • Undergraduate and post-baccalaureate student: 6 credit hours per term
    • Undergraduate international student: 12 credit hours per term*
    • Graduate student officially admitted to Graduate School: 5 credit hours per term
    • Graduate international student officially admitted to Graduate School: 9 credit hours per term*


*International students may be allowed to carry fewer hours than specified above and still be considered “full-time” by the United States Citizenship and Immigration Services (USCIS). A reduced course load is approved by the Office of International Services (OIS), and must be provided to the Student Employment Center.
Additional Required Qualifications
Administrative Skills
  • Basic computer skills, including with Word, Outlook, and Excel.
  • Demonstrated organizational skills.
  • Experience with multitasking and prioritizing multiple tasks and assignments.
  • Ability to work discreetly with confidential materials.
  • Demonstrated ability to work independently or work experience working independently.


Communication
  • Strong written communication skills as evidenced in application materials and/or work or educational experience.
  • Strong verbal and non-verbal communication skills both in person and via the telephone.
  • Ability to interact successfully with upset or emotional people.
  • Ability to work with diverse populations.
  • Ability to exhibit patience and compassion when communicating with non-native English speakers.

Collaboration
  • Experience and desire to work both as part of a greater team and independently on projects.
  • Ability to ask for clarification when instructions are unclear.

Privacy
  • Ability to maintain the confidentiality of records as stipulated in FERPA (Family Educational Rights and Privacy Act).
  • Ability to maintain the confidentiality of all visitor student, staff, faculty, and parent information.
  • Ability to ask for clarification if needed before divulging any information outside of the Student Conduct and Community Standards office.

The SASA must be able to travel to and from different locations in the suite and on-campus during their shift. The SASA must also be able to perform duties on a computer, phone, and/or copy machine with multiple interruptions and with a teamwork orientation during their shift.
Preferred (Special) Qualifications
  • Graduate student status
  • Prior administrate office experience
  • Experience in upholding community standards or organizational bylaws
Working Conditions / Work Schedule
  • The work schedule will be during normal business hours (9:00 a.m. to 4:00 p.m., Monday through Friday) when the University is open.
  • This position may require work during school breaks.

Posting Detail Information


Posting Number P10945SE
Number of Vacancies 2
Anticipated Appointment Begin Date 05/06/2024
Anticipated Appointment End Date 06/13/2025
Posting Date 04/09/2024
Full Consideration Date
Closing Date 04/23/2024
Indicate how you intend to recruit for this search Competitive / Student - open to ALL qualified/eligible students
Special Instructions to Applicants
When applying you will be required to attach the following electronic documents:
1. A Resume/Vita
2. A cover letter indicating how your qualifications and experience have prepared you for this position
For additional information please contact: Jodi Robin at [email protected].

OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.
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 OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.
OSU will conduct a review of the National Sex Offender Public website prior to hire.
Note: All job offers are contingent upon Human Resources final approval.

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