Position Title:
Administrative Assistant

Oregon Health & Science University

Position Contact Name:
Mickey Jacobson

Position Contact Email:
[email protected]

Position Contact Phone:

Job Post Website Address:

Salary Range:
$20.02 - $27.10 per hour

Deadline or Close Date:

Job Location - City, State:
Portland, OR

Position Description:
This position provides frontline service and administrative support for the Office of the Registrar & Financial Aid. The purpose of this position is to be the first point of contact for information dissemination and assistance to students, faculty, staff and the general public and to provide administrative office support and record processing to ensure the continued smooth functioning of both functional areas.

Key Responsibilities & Performance Standards:

  1. Information Dissemination and Frontline Service: Answer inquiries and disseminate information. Explain processes and procedures and provide customer services by email, phone and potentially in person to students, faculty, applicants, staff and public regarding Registrar and Financial Aid issues. Direct inquiries as necessary. This requires knowledge of existing policies and processes in two separate functional areas (Registrar and Financial Aid) and of Federal regulations regarding the release of student information (FERPA). Assist students in the completion of forms and applications, both on paper and online. Assist students with finding information on the university website and using the student registration portal. Examine forms, and other documents for accuracy and completeness. Contact students to obtain needed information to complete the processing of documents. Assist students with resetting their Banner SIS password. Keep current on changes to federal regulation and office policies and procedures to ensure accurate assistance is provided. Communicate with management staff of both the Registrar and Financial Aid Office to determine changes in operational policies and procedures and how and when those changes must be communicated with students.
  2. Records Processing: Input student and financial aid information into the university Student Information System (Banner) and Onbase imaging system. Assist in some financial aid revision processing. Complete annual archive of registrar and financial aid files. Assist with receiving and processing of academic transcripts and enrollment verifications.
  3. Administrative Assistant and General Office Support: Serve as an assistant to the Registrar & Financial Aid Office. Order office supplies and maintain inventory. Prepare bills for payment of office supplies and various office operations. Prepare expense reconciliation. Serve as the Telecom Contact for both the Registrar and Financial Aid Office and coordinates changes to existing Telecom needs. Coordinate facility needs of the department and submits and follows up with necessary work orders. Participate in staff meetings. Open, read, sort and distribute incoming mail. Complete mailings of information to students.
  4. Coordinate revising/creating/editing correspondence and forms. Proofread documents for general clarity, punctuation, grammar, spelling, capitalization and typographical errors.
  5. Process OCNE Dual Enrollment forms as it applies to inputting into Banner and send forms to the partner schools for processing.
  6. Coordinate distribution of outside scholarship information to office staff, students, and university departments.
  7. Other duties as assigned.

Minimum Requirements:

  • Two years of general office experience; OR
  • An Associate’s degree or certificate in office occupations or office technology and one year of
  • General office; OR
  • A Bachelor’s degree and one year of general office experience; OR
  • An equivalent combination of training and experience.
  • Experience working with students in a higher education environment using Ellucian Banner or similar advanced Student Information or Financial Aid Information System.
  • Advanced skill in Microsoft Word, Microsoft Excel and other software programs including Outlook or a similar email system. Experience using a relational database system to process records.
  • Demonstrable professional customer service skills and experience, both over the phone and in person.
  • Ability to communicate effectively both orally and in writing to students, faculty, staff and the public.
  • Ability to multi-task and to work efficiently without supervision.
  • Ability to prioritize tasks in a fast moving environment to ensure the smooth flow of services and operations.
  • Demonstrable record of reliable attendance, punctuality and proven successful performance at past and present employers.
For additional information and to submit your application, please use the link. Review of applications and interviews will begin as soon as possible.