Posted by Jayme Tsutsuse (Kyoto-fu, 2013-Present), organizer of Cross-Cultural Kansai.

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Position: Administrative Program Assistant (APA)
Posted by:Oregon State University International Degree & Education Abroad
Location: Corvallis, Oregon

Application Deadline: November 3rd, 2013

Overview:

This recruitment will be used to fill one full-time Administrative Program Assistant position for International Degree and Education Abroad (IDEA) at Oregon State University (OSU).International Programs (IP) at OSU exists to create, support, administer, coordinate, and advocate on behalf of programs and services that have an international dimension. The Office International Degree and Education Abroad serves as a hub for education abroad aspects of the internationalization of campus. This position is central to the work of the International Degree and Education Abroad unit.

This is a highly autonomous position, requiring cultural sensitivity and excellent written and verbal communication. The position is supervised by the Senior Director of Operations and Strategic Initiatives for International Programs and serves as the key contact to many administrative units at OSU, program and insurance providers, and has daily contact with students and parents.

45% Coordinate IDEA Enrollment Management Activity:

• Gather and manage data from student applications and documentation, oversee student application process and completion, work with students, advisers, faculty and staff to facilitate record-keeping which ensures correct student enrollment in programs and insurance overseas.
• Oversee student enrollment, financial aid, and insurance processes, utilizing a number of data management tools: StudioAbroad, MS Access, Excel, BANNER, Data warehouse, and other online data interfaces.
• Prepare and edit registration reports for University Administrative Business Center (UABC) staff to facilitate student billing; works with Registrar and academic units to prepare course CRNS; enroll students in insurance; submit budgetary information to Financial Aid; facilitates program growth through development of clear administrative processes.
• Prepare reports such as the Open Doors annual report, IDEA Data Profile, Annual Report (enrollment data), and others as necessary to disseminate accurate and clear information to the University regarding Education Abroad enrollment.

40% Manage the course equivalency/articulation process for all IDEA administered programs’ students:

• Oversee all areas of the course articulation process (finding/tracking syllabi and students’ transcripts, data entry, establishing equivalencies through departmental contacts, drafting the grade report form for the registrar, contacting students) as it relates to International Programs and students participating in Education Abroad Programs through OSU.
• Review and evaluate overseas course syllabi provided by students to determine which OSU academic departments will grant credits based on the information provided in the Academic Planning Form students submitted prior to going abroad.
• Review study abroad transcripts sent by overseas institutions or program providers, and follow-up on any missing transcripts; convert number of credits to match the quarter system; convert overseas grades to match the OSU grading system; follow up with students to supply syllabi, and to translate into English as necessary; create OSU transcripts according to the format used by the Registrar’s office; send final transcripts to the Registrar’s office; save transcripts in student folders. Communicate with OSU academic departments to obtain course equivalency official approvals.
• Communicate with the Registrar’s Office, Academic Department Advisors, Overseas Affiliates, and Students to ensure completion of the process for all education abroad participants. Establish Course equivalencies when necessary.
• Maintain standard processes and systems for course articulation, approval, and transcription, including a course equivalency database.
• Establish a documentation system to track the course articulation process and have clear records for department referral.
• Update and maintain course equivalency database with newly approved course information.
• Create and maintain up-to-date record of O code courses for IDEA, OUS, and OSU departments, and ensure that OSU course catalog is kept up-to-date with Education Abroad offerings.
• Provide resources and guidance to students regarding the process of course equivalency/articulation, grades, and credit, including acting as main point of contact regarding students’ questions about their transcripts and options such as making a class an S/U grade, following up with students to ensure completion of requirements, and ensuring that information in handbooks and orientations are up-to-date with instructions and information on transcripts and course articulation.
• Keep track of all special instructions on grading and credits (S/U options, I/N/NG/Y/F’s, total number of credits).
• Understand and be able to communicate, and ensure adherence to all academic policies and regulations, specifically those governed by the Registrar’s Office and Financial Aid Office. Act as primary liaison between students and these offices in relation to transcripts, grades and credits, as necessary.

10% Guide and maintain the curriculum integration of education abroad project across campus, including acting as the IDEA and Education Abroad Committee (EAC) liaison to the Curriculum Council, Baccalaureate Core Committee, and other departments and organizations with concern about course articulation on campus, as needed.

• This also includes managing and establishing the Curriculum Integration Sheets or Major Advising Sheets shared by IDEA and departments/schools across campus to better direct students to relevant opportunities abroad.

5% Other duties as assigned such as acting as custodian of the IDEA purchasing card, participating in some outreach activities, and serving on various IP, IDEA, and University committees.

• 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.
• Experience providing lead work or coordination of office procedures.
• Excellent written and verbal communication skills;
• Demonstrated attention to detail; Precision in proofreading and accuracy in all data management and correspondence.
• Excellent computer skills, including data entry and data processing skills; ability to manage workflow, meeting varying deadlines and working responsively with multiple stakeholders.
• 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 OAR 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.

Preferred Qualifications:

• First-hand international experience, either study abroad, work abroad, or extensive personal travel.
• Experience working in a higher education setting, including working across departments and working with various levels of faculty, staff, and administration.
• Experience providing administrative support to an International Programs office.
• Experience with StudioAbroad or similar on-line data management systems.
• Experience creating and managing on-line content; Experience with social media.
• Experience planning or managing events and meetings.
• A demonstrable commitment to promoting and enhancing diversity.

Application Instructions:To view this posting, please see: https://jobs.oregonstate.edu/applicants/jsp/shared/Welcome_css.jsp
Posting #: 0011513Quickfind locator:  jobs.oregonstate.edu/applicants/Central?quickFind=63071

The application process closes Nov. 3, 2013. For more information please contact Shandin Rickard:  shandin.rickard@oregonstate.edu

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