Administrative Assistant

Posting Title

Overview

In support of all aspects of the mission of Disability Support Services, the Division of Student Affairs, and the University, the Administrative Assistant provides daily coverage to specific administrative functions of the office and general administrative support for all DSS staff within an active, student-centered, customer-oriented office environment. Responsibilities include:

• Provide support to the DSS Testing Administrator and assist with all administrative functions related to Test Proctoring services.
• Provide support to the Office Operations Manager and assist with managing daily office coverage, inquiry and outreach efforts;
• Support to these two core functions with fluctuate at different points during the calendar year, based on needs of the office. During the Fall and Spring semesters, more hours will be devoted to supporting Test Proctoring services; during breaks and the Summer season, more hours will be devoted to supporting daily office operations and special projects.
• Provide guidance and direction to DSS student staff supporting Test Proctoring Services and office support.
• Engagement with other department administrative support tasks and special projects as needed.

The projected salary or hourly pay range for this position which represents the full range of anticipated compensation is: $38,000. 

Responsibilities

1. Serve as a secondary administrative support for DSS. Specific responsibilities include, but are not limited to the following:

• Provide shared administrative support in the execution of DSS Test Proctoring Services. Tasks will include: reviewing student test proctor requests; outreach and follow up with Faculty Instructors about test proctor requests; scheduling and delivering test proctor sessions for DSS students; and scanning/returning completed exams to Faculty Instructors in a timely manner.
• Provide adequate shared coverage for a busy, highly productive office support area during a portion of normal business hours.
• Handle administrative support tasks such as inquiries, responses for services, requests and referrals reported via telephone, advanced technology systems and personal visits. Manage, direct, and respond to incoming calls and office correspondence such as e-mail, mail, and faxes in a timely manner. Forward queries to staff members, as appropriate.
• Arrange and manage appointments, meetings, and calendars. Schedule appointments and/or meetings for professionals; monitor conflicts and provide resolution by notifying parties involved and rescheduling.
• Work with and maintain confidential student records.
• Assist with the shared supervision of student employees, including assigning tasks and following up to ensure tasks are completed in a timely manner.
• Serve as an office liaison to other departments and Faculty Instructors. Initiate communications to meet campus community needs, especially to address the needs of students.

2. Provide test proctoring support for the department to ensure that all stages of test proctoring services can be executed in an accurate and timely manner.

• Serve as the secondary DSS staff member who actively works to administer Test Proctor sessions for DSS registered students.
• In collaboration with DSS Leadership and the DSS Testing Administrator, review and process test proctor session requests, by monitoring and advancing the workflow from submission to the delivery of a test proctor session.
• Manage follow up to students and/or Faculty Instructors on any missing, incomplete, or insufficient information that would prevent a request from advancing.
• Assure that information and materials are received to deliver a test proctor session are complete.
• Maintain a high standard for the integrity of each test proctor session; report any suspicious behavior or observations to DSS Leadership.
• Assure that completed exams are scanned and returned to Faculty Instructors in an accurate and timely manner.

3. Provide records management support for the department to ensure that critical information and process workflow regarding submitted accessibility requests has been handled in an accurate and timely manner.

• Serve as the secondary DSS staff member who actively works with DSS records managements systems (i.e. DSS Shared Drive, Accommodate, student records).
• In collaboration with DSS Leadership and the Office Operations Manager, develop and maintain accommodation requests, by monitoring and advancing the workflow from submission to determination.
• Manage follow up to students on any missing, incomplete, or insufficient materials that would prevent a request from advancing.
• Assure that student records needed for Intake meetings are complete.
• Assure that student records are updated to accurately reflect students who take leaves, withdraw, or graduate from the University and are updated to accurately reflect students who do not continue with approved accommodations while still enrolled at the University.

4. Support the daily office operations maintaining an orderly work area and an attractive and welcoming reception area. Assure that needed materials and supplies are available and office equipment is maintained. Perform projects and tasks including but not limited to:

• Assistance with financial and business services, such as budget material development, account monitoring, accounts payable reconciliation.
• Procurement, inventory, and organization of office services, supplies and equipment.
• Distribution of incoming mail and arrangements for outgoing mail and parcel deliveries.
• Recommendations for improving departmental systems, processes and support center operations.

5. Develop, maintain and update departmental resource handbooks, manuals, guidelines and web-site information.

• Participate in the updating of major publications
• Review and update the web-site; share suggestions for additional information to be included.
• Develop and maintain training manuals for student employees and administrative manuals for office functions.

6. Contribute to the overall success of the Office of Disability Support Services, Office of the Dean of Students, the Division of Student Life, and the University by performing all other essential duties as assigned.

Qualifications

An Associate's Degree and a minimum of one (1) year of post-degree experience working with students at the post-secondary level; experience with working with students with disabilities is preferred. Experience working with students in other student affairs, higher education student service areas may also be considered.

Strong computer skills, including all Microsoft Office (specifically Word, Excel, PowerPoint), Google Workspace applications and database management software (PeopleSoft, Simplicity Accommodate preferred). 

● Knowledge or willingness to learn about the Americans with Disabilities Act (ADA); Section 504 of the Rehabilitation Act of 1973; the Family Educational Rights and Privacy Act (FERPA) and other appropriate laws pertaining to higher education and students with disabilities.● Strong service orientation and ability to interact and relate effectively with a diverse population of students and employees at all levels of an organization.● Ability to work collegially and collaboratively to develop effective student-oriented services. Strong oral, written and interpersonal communication skills. ● Proven “hands on” and energetic team member. ● High degree of initiative and ability to work with guidance and supervision. Demonstrate ability to be productive, deliver high quality work, use good judgment and solve problems. Good collaborative, problem-solving, planning and organizational skills● Strong ability to handle multiple tasks simultaneously, and handle heavy workloads under pressure and within deadlines. ● Ability to produce quality results with limited resources.● Ability to perform work thoroughly, accurately, and in a timely manner.

● University alummi preferred. ● Strong written and oral communication skills including excellent grammar, punctuation, and spelling skills.

Salary : $38,000