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Administrative Program Assistant

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Oregon State University

Location: Corvallis, Oregon
Category: Admin-Other Administrative Positions
Date Posted: September 19, 2025

Job Description

Department

Printing & Mailing Svcs (NPM)

Classification Title

Administrative Program Assist

Job Title

Administrative Program Assistant

Appointment Type

Classified Staff

Job Location

Corvallis

Benefits Eligible

Full-Time, benefits eligible

Employment Category

Regular

Job Summary

This recruitment will be used to fill one full-time Administrative Program Assistant position for Marketing Services and Solutions at Oregon State University (OSU).

Marketing Services and Solutions provides professional and creative guidance for the multi-faceted communication pieces that OSU produces. Project elements may include print (including variable data), large format printing, promotional, bulk mail, and print and web design in support of the university.

The Print Estimator & Prepress Specialist plays a dual role in supporting the print production process. This position is responsible for preparing accurate cost estimates for incoming print jobs and providing prepress services to ensure files are print-ready and optimized for production. This position has a strong understanding of printing technologies, file preparation, and production workflows, and can collaborate effectively across departments to deliver high-quality, cost-effective print solutions.

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 dont 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

Locations:

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 States beautiful, historic and state-of-the-art main campus is located in one of Americas 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.

Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.

Key Responsibilities

Prepress – 60%

Review and prepare customer-supplied files for print production, ensuring accuracy, resolution, color management, and compliance with press specifications.
Perform file corrections, impositions, trapping, and proofing using industry-standard software (e.g., Adobe Creative Suite, PitStop).
Create and manage digital and hard copy production tickets and proofs for internal review and client approval.
Maintain prepress workflow systems and ensure timely handoff to production.
Collaborate with designers, account managers, and press operators to troubleshoot file issues and optimize output.
Ensure compliance with quality standards and production schedules.
Effectively communicate with clients both digitally and in person to ensure projects are processed correctly.

Estimating – 35%

Analyze job specifications and customer requirements to develop detailed and competitive print estimates.
Calculate costs for materials, labor, press time, finishing, and shipping.
Work with vendors to obtain quotes for outsourced services or specialty items.
Maintain and update estimating software and pricing databases.
Provide pricing options and recommendations to sales and account teams.
Support production planning and scheduling based on estimate data.

Other Duties – 5%

Assist with job tracking, and post-job cost analysis.
Participate in continuous improvement initiatives related to estimating and prepress workflows.
Stay current with industry trends, software updates, and best practices.
Other duties as assigned

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

Prepress experience in a digital print production environment that included cost and job estimating.
Experience with Print Order Management Software (preferably Avanti).
A working knowledge of digital copy equipment, bindery and finishing equipment and techniques.
Excellent oral and written communications skills.
Excellent interpersonal skills.
A commitment to providing excellent customer service.
Commitment to promoting an inclusive work environment.
Must have a high level of attention to detail, accuracy and organizational skills.

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.

What We Would Like You to Have

An Associates degree in Print Production or related field OR equivalent experience.
Two (2) years of prepress experience in a digital print production environment that included cost and job estimating.
One (1) year of graphic design experience.
Two (2) years of customer service experience.
Experience with MS Office Suite, Adobe Acrobat, Adobe InDesign, Illustrator and Photoshop.
Experience with mail list processing software.
Experience with large format printing and file prep.
Experience setting up files for variable data printing.

Working Conditions / Work Schedule

Printing and Mailing Services is a very fast paced unit. Work is performed in both the main office area and the production floor.
Equipment used consists of personal computers, various printers, production copiers and other general office equipment.
Due to the amount of equipment being used in the department, the environment is noisy, and there is exposure to paper dust.
It is important that employee in this unit be cross-trained in order to fill in for employees who are absent.
This position requires the employee to occasionally work a nonstandard work shift in order to meet the needs of the University, as there is a fluctuating workload with customer-required deadlines.

Pay Method

Hourly

Pay Period

16th - 15th of the following month

Pay Date

Last working day of the month

Min Salary

$20.37

Max Salary

$30.70

Link to Position Description

https://jobs.oregonstate.edu/position_descriptions/172769

Posting Number

P05412CT

Number of Vacancies

1

Anticipated Appointment Begin Date

10/27/2025

Posting Date

09/17/2025

Closing Date

09/26/2025

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.

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: Jeff Todd, jeffrey.todd@oregonstate.edu, 541-737-9062

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 OSUs Employee and Labor Relations team at employee.relations@oregonstate.edu.

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