Admissions and Operations Specialist

Admissions and Operations Specialist

Job no: 531526

Work type: Classified Staff

Location: Eugene, OR

Categories: Academic Advising/Support, Administrative/Office Support, Architecture/Art/Design

Department: School of Architecture & Environment
Classification: Administrative Program Specialist
Appointment Type and Duration: Regular, Ongoing
Salary: $18.92 - $28.59 per hour
FTE: 1.0

Review of Applications Begins

April 7, 2023; position open until filled

Special Instructions to Applicants

To ensure consideration, please upload the following with your online application:

• A cover letter in which you clearly describe how your knowledge, skills, and abilities prepare you for the job responsibilities and requirements outlined in the job announcement.
  
• A resume of your educational and professional work experience.
  
  The online application includes the name and contact information of at least three professional references. The candidate will be notified prior to references being contacted.
  
  Department Summary
  
  The School of Architecture & Environment (SAE) is the academic home of the Department of Architecture, Department of Interior Architecture, Department of Landscape Architecture, and the Historic Preservation Program. SAE provides accredited professional and post-professional education leading to licensure or certification through various degree programs and post-professional research-based degrees including Bachelor of Architecture, Masters of Architecture Track I & II, Architecture Ph.D., Bachelor of Interior Architecture, Masters of Interior Architecture Track I & II, Bachelor of Landscape Architecture, Masters of Landscape Architecture, Ph.D. in Landscape Architecture, Minor in Historic Preservation, and Master of Science in Historic Preservation. SAE has approximately 50 permanent faculty, approximately 700 students, 7 administrative staff, plus a multitude of graduate employees and student workers.
  
  Position Summary
  
  The Admissions & Operations Specialist is an integral support person assisting students toward successfully completing the admissions and application processes. Assignments will include administering the SAE admissions process for accuracy in coordination with the overall admissions process flow from application inception to application completion, creating application materials, and tracking applicants through Banner, Student Data Warehouse, Slate, and SlideRoom. The Admissions & Operations Specialist would also help resolve problems including but not limited to reconciling errors with applicant documents, applicant names, and/or UO identification numbers.
  
  This position manages admissions and program operations related to prospective students, newly admitted students, current graduate students, graduate employees, and student employees; they support both the Outreach & Engagement Manager and the Manager of Student Services with the ongoing direction of SAE programs.
  
  During the admissions cycle, the daily duties will also include interfacing with applicants to confirm application status, admissions inquiries, and requests for information by email, telephone, or in person. Once admitted, the focus of inquiries will shift to arriving on campus, orientation, scholarship applications, and both graduate employment and student worker opportunities.
  
  The best candidate for this position will have demonstrated proficiency with the ability to work efficiently and independently in completing deliverables. The candidate must be adept with project workflow management and forecasting (incorporating time management and flexibility) and goal setting (projections and timelines). They will have or gain knowledge and an understanding of laws, rules, policies, and procedures, with the ability to interpret and apply these rules to specific, often non-routine situations.
  
  The candidate for this position must also possess demonstrated skill in maintaining precise attention to detail ensuring accuracy and adherence to university student records policy. Competent with meeting multiple demands including communicating by email, telephone, and/or in person with the general public to provide SAE, departmental, and UO information. They should demonstrate exemplary customer service by working respectfully and collaboratively with prospective and current students, alumni, faculty, program directors, staff, and administrators. Successful applicants will be able to work well both independently and within a team. A commitment to supporting a diverse and inclusive work environment is essential.
  
  This is an in-person, full-time position that reports to the SAE Business Operations Manager. They will review the assigned duties for accuracy, adherence to deadlines, and institutional procedures with collaboration from the SAE Student Services Manager and SAE Operations & Engagement Manager.
  
  Minimum Requirements
  
  
• Two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations; OR
  
• An equivalent combination of training and experience.
  
  One year of post-secondary education may be substituted for up to one year of the experience.
  
  Professional Competencies
  
  
• Ability to maintain a high level of attention to detail, resulting in accurate work.
  
• Ability to efficiently complete tasks and work independently to deliver quality results.
  
• Adept with project workflow management and forecasting (incorporating time management and flexibility).
  
• Ability to work collaboratively as part of a larger team.
  
• Ability to identify and implement best practices for creating an inclusive community for student retention and success.
  
  Preferred Qualifications
  
  
• Experience with data management and contact management systems.
  
• Experience with Banner, Cognos, Slate, and SlideRoom.
  
• Work experience with students in Higher Education.
  
• Experience giving formal presentations to groups.
  
• Bachelor's Degree.
  
  FLSA Exempt: No
  
  All offers of employment are contingent upon successful completion of a background inquiry.
  
  This is a classified position represented by the SEIU Local 503, Oregon Public Employees Union.
  
  University of Oregon students and employees are required to be vaccinated against COVID-19. For additional information see: https://hr.uoregon.edu/uo-covid-19-vaccination-requirement-employee-process.
  
  The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans, and paid time off. For more information about benefits, visit http://hr.uoregon.edu/careers/about-benefits.
  
  The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us at uocareers@uoregon.edu or 541-346-5112.
  
  UO prohibits discrimination on the basis of race, color, sex, national or ethnic origin, age, religion, marital status, disability, veteran status, sexual orientation, gender identity, and gender expression in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Title IX Coordinator, Office of Civil Rights Compliance, or to the Office for Civil Rights. Contact information, related policies, and complaint procedures are listed on the statement of non-discrimination.
  
  In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online at https://clery.uoregon.edu/annual-campus-security-and-fire-safety-report.
  
  
  
  To apply, visit https://careers.uoregon.edu/en-us/job/531526/admissions-and-operations-specialist
  
  
  
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