What are the responsibilities and job description for the Administrative Program Assistant: Front Desk Coordinator position at Oregon State University?
Position Details
Position Information
Department International Services (MSA)
Classification Title Administrative Program Assist
Job Title Administrative Program Assistant: Front Desk Coordinator
Appointment Type Classified Staff
Job Location Corvallis
Benefits Eligible Full-Time, benefits eligible
Remote or Hybrid option?
Employment Category Regular
Job Summary
This recruitment will be used to fill one full-time Administrative Program Assistant: Front Desk Coordinator position for International Services at Oregon State University ( OSU ).
The Front Desk Coordinator and Advising Assistant position supports the daily functions of the Office of international Services ( OIS ). The position routinely supports international student advisors who are responsible for advising all OSU international students on immigration regulations, and academic, personal, financial, social and cross-cultural concerns. This requires keeping up-to-date with basic to intermediate federal, state, local and University regulations which impact international students and their dependents and effectively applying and communicating these regulations and policies. The Front Desk Coordinator/Advising Assistant is responsible for working with the Student and Exchange Visitor Information System ( SEVIS ) F-1 and J-1 programs and maintaining compliance with federal reporting requirements.
The OIS Front Desk Coordinator/Advising Assistant serves as the “front-line” support for a broad array of customers; campus administrators, international students and scholars, international delegations, and the public through in-person, phone calls, and email inquiries and requires knowledge of, and sensitivity to, a wide range of cultural differences, and languages. This position is responsible for providing a strong professional atmosphere among the front desk team where customer service, professionalism, confidentiality, cultural competency, teamwork, good judgment, and punctuality are highly valued and expected.
It calls for a high degree of sensitive public contact and the application of considerable judgment in dealing with non-routine inquiries, including immigration related inquiries from visitors and U.S. government officials. Interactions require strong analytical and organizational skills, and knowledge of federal regulations related to international students and scholars, as well as institutional academic policies and procedures. This position reports to the SEVIS and Data Compliance Manager.
The Front Desk Coordinator/Advising Assistant provides leadership for the front desk student staff team, while supporting the daily functions of the international student advisors through appointments and advising schedule management. This involves delegation and oversight of daily work , scheduling staff, providing guidance and feedback, and implementing ongoing staff meetings and training. This position is responsible for maintaining an exceptional customer service environment by empowering and mentoring a strong student staff team.
In addition, the OIS Front Desk Coordinator/Advising Assistant performs general office work that may include varying amounts of record/document processing to include immigration documents, file maintenance, word processing, mail distribution, and ordering supplies. The position requires knowledge of OSU business operations, policies, procedures, and office technology (word processing and data management software).
Why OSU?
Working for Oregon State University is so much more than a job!
Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.
FACTS :
Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.
Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.
Total Rewards Package:
Oregon State University offers a comprehensive benefits package with benefits eligible positions that is designed to meet the needs of employees and their families including:
Key Responsibilities
55% Front Desk Coordination and Student Staff Lead
What We Require
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.
What You Will Need
What We Would Like You To Have
Working Conditions: this position is the first contact for international students/visitors;
prospective study abroad students, parents, and the general public. Regular work shift is
Monday through Friday 8:00 – 5:00 p.m. Consistent attendance and punctuality are a necessity in this position. Position may require sitting for long periods of time.
Pay Method Hourly
Pay Period 16th - 15th of the following month
Pay Date Last working day of the month
Min Salary $19.68
Max Salary $29.67
Link To Position Description
https://jobs.oregonstate.edu/position_descriptions/12355
Posting Detail Information
Posting Number P05234CT
Number of Vacancies 1
Anticipated Appointment Begin Date 07/07/2025
Anticipated Appointment End Date
Posting Date 04/18/2025
Full Consideration Date
Closing Date 05/02/2025
Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified applicants
Special Instructions to Applicants
Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for this position.
Cover letters are optional for this position and will not be used for evaluating your qualifications.
Equivalent required experience is based on full-time equivalent (40 hours per week).
PLEASE NOTE : If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.
Typically, the starting salary is at the lower end of the salary range.
For additional information please contact: Sarah Reed Aumont at Sarah.reed@oregonstate.edu or 541-737-6310.
We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.
OSU will conduct a review of the National Sex Offender Public website prior to hire.
OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has “critical or security-sensitive” responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our Background Checks website including the for candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team at employee.relations@oregonstate.edu .
Position Information
Department International Services (MSA)
Classification Title Administrative Program Assist
Job Title Administrative Program Assistant: Front Desk Coordinator
Appointment Type Classified Staff
Job Location Corvallis
Benefits Eligible Full-Time, benefits eligible
Remote or Hybrid option?
Employment Category Regular
Job Summary
This recruitment will be used to fill one full-time Administrative Program Assistant: Front Desk Coordinator position for International Services at Oregon State University ( OSU ).
The Front Desk Coordinator and Advising Assistant position supports the daily functions of the Office of international Services ( OIS ). The position routinely supports international student advisors who are responsible for advising all OSU international students on immigration regulations, and academic, personal, financial, social and cross-cultural concerns. This requires keeping up-to-date with basic to intermediate federal, state, local and University regulations which impact international students and their dependents and effectively applying and communicating these regulations and policies. The Front Desk Coordinator/Advising Assistant is responsible for working with the Student and Exchange Visitor Information System ( SEVIS ) F-1 and J-1 programs and maintaining compliance with federal reporting requirements.
The OIS Front Desk Coordinator/Advising Assistant serves as the “front-line” support for a broad array of customers; campus administrators, international students and scholars, international delegations, and the public through in-person, phone calls, and email inquiries and requires knowledge of, and sensitivity to, a wide range of cultural differences, and languages. This position is responsible for providing a strong professional atmosphere among the front desk team where customer service, professionalism, confidentiality, cultural competency, teamwork, good judgment, and punctuality are highly valued and expected.
It calls for a high degree of sensitive public contact and the application of considerable judgment in dealing with non-routine inquiries, including immigration related inquiries from visitors and U.S. government officials. Interactions require strong analytical and organizational skills, and knowledge of federal regulations related to international students and scholars, as well as institutional academic policies and procedures. This position reports to the SEVIS and Data Compliance Manager.
The Front Desk Coordinator/Advising Assistant provides leadership for the front desk student staff team, while supporting the daily functions of the international student advisors through appointments and advising schedule management. This involves delegation and oversight of daily work , scheduling staff, providing guidance and feedback, and implementing ongoing staff meetings and training. This position is responsible for maintaining an exceptional customer service environment by empowering and mentoring a strong student staff team.
In addition, the OIS Front Desk Coordinator/Advising Assistant performs general office work that may include varying amounts of record/document processing to include immigration documents, file maintenance, word processing, mail distribution, and ordering supplies. The position requires knowledge of OSU business operations, policies, procedures, and office technology (word processing and data management software).
Why OSU?
Working for Oregon State University is so much more than a job!
Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.
FACTS :
- Top 1.4% university in the world
- More research funding than all public universities in Oregon combined
- 1 of 3 land, sea, space and sun grant universities in the U.S.
- 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties
- 7 cultural resource centers that offer education, celebration and belonging for everyone
- 100 undergraduate degree programs, 80 graduate degrees plus hundreds of minor options and certificates
- 35k students including more than 2.3k international students and 10k students of color
- 217k alumni worldwide
- For more interesting facts about OSU visit: https://oregonstate.edu/about
Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.
Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.
Total Rewards Package:
Oregon State University offers a comprehensive benefits package with benefits eligible positions that is designed to meet the needs of employees and their families including:
- Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.
- Free confidential mental health and emotional support services, and counseling resources.
- Retirement savings paid by the university.
- A generous paid leave package, including holidays, vacation and sick leave.
- Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.
- Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.
- Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.
Key Responsibilities
55% Front Desk Coordination and Student Staff Lead
- Lead a team of 3-4 front desk student employees, ensuring high standards of customer service, professionalism, cultural competency, confidentiality, teamwork, judgement, and punctuality in conjunction with supervisor.
- Serve as the primary front-line contact, ensuring visitors are welcomed and directed appropriately; manage incoming emails and calls.
- Schedule front desk coverage to meet office needs, and provide front desk coverage as needed.
- Maintain an open and welcoming atmosphere; actively listen, show empathy and triage inquiries efficiently.
- Develop and update position description; coordinate with HR and Operations and Data management team for hiring.
- Provide initial and ongoing training; conduct regular staff meetings and solicit feedback for continuous improvement.
- Assign and delegate tasks; monitor work quality and service delivery; mentor and address performance issues.
- Document and address performance concerns, disciplinary issues, and conflicts; conduct annual performance evaluations.
- Create and update front desk procedures and manuals; ensure team training on procedural changes.
- Collaborate with stakeholders on shared procedures and policies; communicate changes and coordinate training.
- Manage advising appointments and coverage in the outlook calendar.
- Analyze individual cases and emails as presented, and triage for appropriate action which may include providing accurate information on matters pertaining to U.S immigration regulations, issuance and updating of immigration documents or making appropriate referrals to an international student or scholar advisor. Use discretion in referring visitors to appropriate staff in OIS . Refer sensitive governmental inquiries or issues of delicate or complex nature to OIS leadership team
- Work closely with International Student and Scholar Advisors to review immigration documents, facilitate workshops and process and issue immigration documents in SEVIS .
- Act as frontline resource for inquiries or requests for specific unit, department, or institution information regarding programs and services; explain and clarify rules, processes, policies and procedures to students, staff, faculty, and the public; provide specialized information about services and programs available.
- Work closely with all OIS units to coordinate responses to general immigration and other questions asked by students, faculty, staff and other visitors.
- Provides backup support to the Executive Assistant for onboarding staff, invoices and building management needs
- Coordinate supply orders for general office operations and supplies
- Other duties as assigned by supervisor
What We Require
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.
What You Will Need
- Require U.S. citizenship or permanent resident status to access the U.S. Government’s Student Exchange and Information System ( SEVIS )
- Strong interpersonal, oral and written communication skills
- Demonstrated ability in analyzing interpreting and communicating complex regulations and policies
- Demonstrated ability to exercise sound judgment and ability to determine when it is necessary/appropriate to make referrals;
- Ability to take initiative, work independently and carefully with minimal supervision, and work closely and effectively as a member of a team;
- Ability to work well with people of diverse backgrounds. All services require sensitivity to other cultures and politics and particularly patience and persistence in communication with people whose first language is not English.
What We Would Like You To Have
- Bachelor’s degree in International Education or related field;
- Work experience in International Education (preferably in an academic setting).
- Administrative and/or customer service experience within a University or higher education setting;
- Working, living or study experience abroad; Foreign language competency and knowledge of world geography and cultures.
- Leading or managing student staff
- A demonstrable commitment to promoting and enhancing diversity.
Working Conditions: this position is the first contact for international students/visitors;
prospective study abroad students, parents, and the general public. Regular work shift is
Monday through Friday 8:00 – 5:00 p.m. Consistent attendance and punctuality are a necessity in this position. Position may require sitting for long periods of time.
Pay Method Hourly
Pay Period 16th - 15th of the following month
Pay Date Last working day of the month
Min Salary $19.68
Max Salary $29.67
Link To Position Description
https://jobs.oregonstate.edu/position_descriptions/12355
Posting Detail Information
Posting Number P05234CT
Number of Vacancies 1
Anticipated Appointment Begin Date 07/07/2025
Anticipated Appointment End Date
Posting Date 04/18/2025
Full Consideration Date
Closing Date 05/02/2025
Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified applicants
Special Instructions to Applicants
Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for this position.
Cover letters are optional for this position and will not be used for evaluating your qualifications.
Equivalent required experience is based on full-time equivalent (40 hours per week).
PLEASE NOTE : If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.
Typically, the starting salary is at the lower end of the salary range.
For additional information please contact: Sarah Reed Aumont at Sarah.reed@oregonstate.edu or 541-737-6310.
We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.
OSU will conduct a review of the National Sex Offender Public website prior to hire.
OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has “critical or security-sensitive” responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our Background Checks website including the for candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team at employee.relations@oregonstate.edu .
Salary : $30
