Project Coordinator

Adair Village, Benton County / Corvallis, Benton County
Apr 04, 2014

Appointment Type: Classified Staff

Department: Office of the Registrar 160140 MSA

Position Summary: This recruitment will be used to fill one full-time Project Coordinator position for the Registrar's Office at Oregon State University (OSU).

The Registrar's Office is a University mission-critical unit responsible for monitoring, implementing and assuring the integrity and implementation of academic procedures, data, and records, utilizing complex technologies like the Banner Student Information System, document imaging, and sophisticated report writing tools like BI Query Tools and Reports.

The office is responsible for the full management and administration of student registration, academic records, course records, management reports, produces enrollment statistics, maintains the degree audit functions, and issues official academic transcripts.

This office determines students eligible for degrees, issues diplomas, administers policies regarding students with academic deficiencies, enforces academic regulations, maintains the official course catalog, builds the schedule of classes, and assigns academic classrooms.

Other major functions include, but are not limited to, certifying student enrollment, verification of degree completion, acting as a liaison with the Veterans Administration, NCAA Athletics Compliance Officers, and furnishing information regarding all of the above matters to others within and outside the University.

Under the direction of the Registrar leadership team, and in collaboration with the Associate Registrar, the analyst manages projects and processes and performs analytical administrative and technical functional tasks.

Is responsible for delivering projects on time, within budget and meeting the specifications and priority needs established and outlined by the university recommendations.

This position shares a community of interest with all faculty at the university due to the nature of the role of the Office of the Registrar.

Position Duties: 55% - In collaboration with the Associate Registrar, manages projects for a multitude of requestors (or departments and colleges) ensuring work gets done on time and within established budgetary scope.

Serves as initial point of contact with requestor.

Following initial contact, create all necessary segments including project plans, communication plans, messaging, and operational implementation.

Creates documentation and support and ensure continuity of the project beyond its initial implementation.

Designs and monitors needs assessments, and performs administrative, analytical, technical and functional tasks in support of varying degrees of complex programs (i.e. CORE, STAR).

These functions also include conducting training (i.e. university-wide or organization/college specific).

The employee must be able to apply knowledge of University policies and procedures as well knowledge of respective state and/or federal laws, system requirements to complete duties in a timely and accurate manner.

20%- Performs functional and technical research related to projects that will be carried out on a university-wide level to ensure the Office of the Registrar is providing outstanding service.

Compiles and evaluates data and makes recommendations to appropriate internal or external groups regarding the research.

Conducts technical research on changing trends and topics as it relates to the role of the Registrar for universities.

Administers, coordinates and reviews assigned projects within the Registrar's functional area which includes monitoring and evaluating programs and policies delivered to the university.

10%- Serves as a liaison between the Office of the Registrar and other departments.

Provides information and training on the functional responsibilities of the Registrar's office so that stakeholders across the university can best adhere to academic regulations, departmental policies, procedures, and protocols for the functions of the Registrar's Office.

Represents the department on a university-wide level by participating in a variety of committees, teams, and ad hoc task force groups that endeavor to better deliver services to improve student success, retention and completion.

10%- Evaluates rule changes in academic policy and student curricula as they pertain to currently delivered programs.

Assists students, staff and faculty in ensuring that their programs and activities are in compliance with applicable policies and procedures.

Reviews and revises office policies and procedures in an effort to provide the best possible service to students, faculty and staff in alignment with best practices for Registrar work.

5%- Completes other duties as assigned including the contribution toward team projects and events such as the annual University Commencement.

Position Duties (continued):

Working Conditions/Work Schedule: Working conditions may include sitting for long periods of time and work at a computer monitor. Must be able to work productively with frequent interruptions and in close proximity with co-workers.

Minimum/Required Qualifications: Four years of experience as an executive assistant, administrative analyst, researcher or administrative officer which included administrative duties, provision of technical assistance, or operations review. Two of the required years must have included administration or oversight of an on-going project or program. A Bachelor's degree in Business Administration, Management, Public Administration or a closely-related field may be substituted for up to two years of the required experience. There is no substitution for the two years of administrative experience. Preference may be given to individuals with experience in a specialty area specific to the position opening.

Demonstrable knowledge in applicable federal and state laws and rules, academic regulations and policies; research methodologies for analysis and assessment; basic statistical computations to measure and assess program outcomes.

Demonstrable level of proficiency with conducting studies and preparing sound recommendations; analyzing and interpreting policies, practices, and procedures; preparing written reports and business correspondence; speaking in public; conducting research, analyzing information and data, and presenting findings in a concise format; resolving conflict or negotiating difficult situations where compromise and win-win outcomes are necessary; working with diverse academic, cultural and ethnic backgrounds of students, faculty and staff; utilizing computer technology used for communication, data gathering and reporting; communicating effectively through oral and written mediums.

Experience must demonstrate: ability to envision and describe how processes fit together and to discern the details of each process while still describing the overall picture to stakeholders; problem solving skills; flexibility, adaptability and a willingness to contribute to the success of team or department goals; resources used effectively to complete projects and produce required results within given time period; ability to maintain appropriate attendance and office hours; good time management and organizational skills; experience training or leading people through new processes; ability to work independently under general supervision.

Extensive windows-based software experience including: database, spreadsheet, email, and web browser. Requires demonstrable level of proficiency with database, forms/report development, and spreadsheet processing software.

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 (Special) Qualifications: Prior technical or business experience applied to education policies and procedures, ideally with specific experience in the function areas of Registrar work.

Knowledge of the principles and practices of the Registrar's office and delivery of effective customer service principles.

Software Applications:
Word processing, spreadsheet, presentation software, HTML background, enterprise-wide SIS background, database background, reporting tools, document imaging software and portal based software experience.

A demonstrable commitment to promoting and enhancing diversity.

Scholarly Outcomes for Position (academic faculty only):

Posting Date: 03-25-2014

For Full Consideration Date:

Closing Date: 04-13-2014

Recommended Full-Time Salary Range: $3559-$5448

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 classified staff positions.

The starting salary for the position will be at the beginning of the salary range.

For additional information please contact Nancy Laurence at

OSU is an affirmative action/equal opportunity employer.

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. Offers of employment are contingent upon meeting all minimum qualifications including the Criminal History Check Requirement.

Posting Number: 0012157

Quicklink for Posting: