Program Representative 1: Academic Records Specialist

Department

Office of the Registrar

Special Instructions To Applicants

When applying you will be required to attach the following electronic documents:

• A resume/CV;
• A cover letter indicating how your qualifications and experience have prepared you for this position; and
• An additional document addressing the following supplemental questions:
• Please describe your experience working with software systems and databases. Include the types of systems you have used, your level of access or responsibility (e.g., routine user, trainer, functional lead), and how you used these tools to support your work or serve customers.
• A student emails stating that they missed an important university deadline and would like an exception. Draft a response that aligns with established university procedures while maintaining a helpful and student-focused tone.
  
  

Starting salary will be commensurate with skills, education, and experience.

Job Summary

This recruitment will be used to fill one full-time Program Representative 1: Academic Records Specialist position for the Office of the Registrar at Oregon State University (OSU).

Academic Operations (Office of the Registrar, Curriculum Management & University Accreditation) is a mission-critical Oregon State University unit that supports student success from admission through graduation and beyond. We safeguard institutional integrity by managing academic records, enrollment and instructional services, accreditation, and academic policies. As a trusted institutional partner, we provide expertise, resources, and systems solutions for students, faculty, and staff while upholding regulatory and accreditation standards. We foster a welcoming, inclusive, and collaborative environment where all employees are valued for their contributions to student success.

The Academic Records Specialist (Program Representative 1) is a position in the Office of the Registrar. The essential functions for an employee in this position include the ability to represent limited programs, articulation of policies and processes across program units, while managing a variety of operation support systems, technical tools, and program review systems. The employee has responsibility, under the guidance of the Assistant Registrar for Academic Records, for the support of students, faculty, university administrators, and external constituents. Additional guidance may be provided by more senior employees (Program Representative 2).

Key Responsibilities

• Problem solving, interpretation of university policies and regulations. Advise students, faculty, staff, and external constituencies using multiple modes of communication.
• Serve as a knowledgeable resource across a wide range of services for academic programs and campus partners.
• Evaluate, analyze, and decide the course of action for unique cases related to institutional forms, legal documents, external third-party resources, and in-person interactions with federal officers, state officials, institutional leaders, and students in crisis.
• Oversee program services and federal privacy requirements in support of students, faculty, staff, and Oregon State University.
• Ability to quickly shift between tasks and navigate multiple software systems while performing high level analysis in a fast-paced environment.
• Support Academic Operations, university programs, and Office of the Registrar initiatives, including Commencement and other annual activities.
  
  

Qualifications

Required Qualifications:

• Experience providing customer service face-to-face, via phone, and email.
• Experience interfacing with large systems or enterprise software and databases.
• Ability to analyze complex issues and situations, identify alternative solutions, forecast consequences and recommend an effective course of action.
• Experience with the Microsoft Office suite.
• Experience providing exceptional customer service, with the confidence to act when critical situations arise.
• Service experience advising and/or instructing people about processes and/or procedures.
• Ability to promote policy and regulation equality and integrity in all work, ensuring diverse needs of OSU's students are appropriately addressed.
• Experience in an office setting that works with policies, procedures, and regulations.
• Experience interpreting policies and regulations and managing records.
• Experience working in a team environment with frequent interruptions and distractions.
• Excellent written and verbal communication skills, with the ability to explain policies, procedures, and regulations.
  
  

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 University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.

Preferred Qualifications

• Experience working in higher education.
• Ability to work within an environment where ambiguity and the ability to pivot quickly are commonplace.
• Experience with a student information system, (e.g., Banner, Colleague).
  
  

Working Conditions/Schedule

Professional office environment with standard business hours of 8:00 am-5:00 pm.

Salary Range

$23.88-$36.36 per hour

Anticipated Start Date

2026-09-08

Anticipated End Date

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. If this position has “critical or security-sensitive” responsibilities and/or driving duties and 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.