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Human Resources is located at 677 East 12th Ave., Suite 400. Our mailing address is: 5210 University of Oregon, Eugene OR, 97403-5210.

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Administrative Program Assistant - Archive

Classification:  C0107
Department:Graduate School
Salary:$13.62 - $20.23 Per Hour

o The University of Oregon Graduate School invites applications for a full-time Frontline Operations and Admissions Specialist (Administrative Program Assistant).
o This is a classified position represented by SEIU local 503, Oregon Public Employees Union.
o University of Oregon positions that are at least half-time are eligible for excellent benefits, including health and dental, employer-paid retirement, and tuition benefits for employee or an eligible dependent, sick and vacation leave.
o Due to budgetary shortfalls, the person appointed to this position may be required to take unpaid furlough days between date of hire and June 30, 2013.
o This recruitment is open to any applicant who meets the qualifications listed below.


... 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.

In addition this position requires:

* Demonstrated organizational, decision-making and time management skills, and the ability to work independently and move initiatives forward when faced with competing priorities.
* Confirmed effective communication and relationship-building skills.
* Ability to serve as a positive example, demonstrate a "ready and willing to help" attitude, and instill confidence and trust in others.
* Excellent customer service skills and ability to communicate effectively with individuals from diverse backgrounds and cultures.
* Experience working in a team to accomplish long-range goals and to solve problems creatively, taking into account multiple perspectives.
* Experience with or understanding of the application of policies, preferably in a higher education context.
* Proficiency with MS Word and Excel as well as experience managing interactive information systems.
* Demonstrated capacity using technology and technological skills to improve processes
* Demonstrated initiative in developing one's professional skill set and work portfolio.

Preferred Qualifications:

* Bachelor's degree from an accredited institution; experience managing events.

Please indicate your skills on the attached skill code sheet.

Position is subject to criminal background check.


This position leads the Graduate School's frontline operations team and is responsible for ensuring responsiveness and effectiveness in graduate admissions in the university's 90+ graduate degree and certificate programs. Duties include:
... providing oversight for the graduate admissions process for more than 90 graduate degree and certificate programs, including managing the online application process; delivering training and providing guidance to departments' faculty and graduate and admissions coordinators; coordinating with the proprietors of GradWeb, the vendor providing the online admissions application service, to troubleshoot technical errors and programmatic issues, and to identify and pursue opportunities for efficiency and better coordination in the online system; approving and granting user access to the online admissions program.
... responding to inquiries from prospective students about admissions, processing admissions decisions in concert with the Office of Admissions, serving as a liaison to the Office of Admissions and monitoring Graduate School admissions-related requirements and documentation.
... coordinating frontline operations through management of the reception area's staffing; implementing procedural improvements to how inquiries (in person, phone, email) are received and addressed; leading the hiring process, training, scheduling, and supervision of student employees; serving as building manager.
... collaborating with the Associate Dean to manage a number of recruitment-related activities, such as Preview Oregon (two multi-department recruitment day-long events per year) and awards programs; working with the Graduate School leadership team to establish the Graduate School's role with summer research and other pipeline programs and events for recruitment; serving as liaison to Enrollment Management, Admissions, and International Affairs regarding international and underrepresented student recruitment.
... receiving and providing information to visitors and callers.


To assist us in making the selection for this position, please respond to the following questions on a separate sheet(s) of paper. Number your responses to correspond to the questions and describe experience and training related to each question. Make sure that any experience or training described in your responses are included on your application. We ask that you not exceed three pages total.

1. The person in this position communicates with a diverse community of faculty, staff, and prospective and current graduate students. She/he is also responsible for working with other front office personnel to ensure that our unit is responsive and effective. What strengths do you have that would enable you to be successful in this role? Please be specific. This includes responding to written correspondence, telephone inquiries, and in-person contact. Describe specialized training or experience that demonstrate your ability to communicate effectively with, and explain procedures to, individuals from diverse backgrounds and cultures, including individuals whose native language is not English.

2. Describe experience you have had with regard to delegation and supervision, motivating others, and developing and providing trainings.

3. What are your current employment/career goals and how do the duties and responsibilities of this position relate to that (those) goals?

4. Please describe a time when you played a key role in the revision of an existing or ongoing program, process or system. What changes did you make to enhance efficiency and resolve problems? How did you assess and identify issues? How did you evaluate the changes you made? Be specific about the change and approach you used to successfully learn and apply what was new.

5. Give an example of a situation at a previous job when you have had to keep up with changes in technology. Be specific about the change and approach you used to successfully learn and apply what was new.


You must also fill out a skill code sheet for this position. You can pick one up at Human Resources or print one out at http://jobs.uoregon.edu/skillcode.html


Submit all application materials, including Human Resources Job Application form, supplemental questions and other relevant materials by the closing date to:

Human Resources
677 East 12th Ave., Suite 400
5210 University of Oregon
Eugene, OR 97403-5210

Human Resources Job Application must be filled out completely or it will not be accepted. Make sure to keep a copy of your application packet for job interviews.

This announcement is available in alternate formats upon request. If you are a qualified applicant with a disability and need accommodation with the application process, please contact us for assistance.