Classification Title
Administrative Support Specialist (Lead in Acad Dept or Admin with Budget Function)
Working Title
Access & Operations Coordinator
Not Eligible for Visa Sponsorship
VISA sponsorship is not available for this position. All candidates must be eligible to work and live in the U.S
Department
Access & Opportunity: Disability Resources - 620000
Primary Purpose of Position
The Office of Access & Opportunity is part of the Division of Institutional Integrity and provides leadership to the University’s efforts to foster a welcoming and accessible environment. The office promotes opportunity in educational opportunity, programming, and employment and promotes an environment of respect while honoring civil rights for all members of the University community. The Office of Access & Opportunity is comprised of Disability Resources and Equal Opportunity.
The Disability Resources (ODR) unit of Access & Opportunity is the designated office at Appalachian State University for promoting opportunity, access, and civil rights based on a disability. ODR oversees access needs, applicable University resources/supports, and eligibility of appropriate accommodations (adjustments, auxiliary aids/services and reasonable modifications) based on disability for students and visitors. ODR is also responsible for oversight of accessibility of programs, services and activities; disability compliance requirements; and the facilitation of removing existing disability-related barriers within the built environment.
The Access & Operations Coordinator serves as the central administrator for client file management and primary office contact for individuals initially connecting with the office, requesting accommodations, or for general office inquiries. Serves as the office manager of office administration, file creation & management, departmental budgets, office database, processes, etc. Receives and organizes requests for accommodations and confidential medical documentation. Serves as the liaison for the students, faculty, staff and visitors to assist with any inquiries involving the office.
Minimum Qualifications
Graduation from high school and one year of related office experience; or an equivalent combination of education and experience.
Diplomas or degrees must be received from appropriately accredited institutions.
License/Certification Required
Essential Job Functions
- Acts as primary office contact for the office (ie., in person, electronic, and phone) by responding professionally and accurately to inquiries (verbal or written) providing information regarding disability law, individual status with the office, office processes, referrals, or with University-related resources, processes, and policies.
- Oversight of administrative support to office staff through workflow coordination, scheduling appointments, projects, etc.
- Overall, office management of departmental budget, payroll timesheet submission of student staff, contractual and purchase processes, travel requests, P-card, reimbursements, etc.
- Creates, maintains and organizes client files and records in accordance with state and federal regulations.
- Oversight of office analytics, tracking, and reporting.
- Serves as the central administrator of client file management and processes requests for accommodations and confidential medical documentation.
- Assists office staff in the coordination/implementation of approved accommodations.
Knowledge, Skills, & Abilities Required for this Position
Knowledge of:
- Office management including the handling of confidential documents
Computer programs and systems to quickly address and meet business needs
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Skills & Abilities Required:
- Effective communication strategies (verbal, written, and interpersonal) to meet constituents’ needs
- Exceptional organizational skills and detail-oriented
- Ability to consistently practice diplomacy, discretion, and exceptional customer service
- Ability to use proper spelling, grammar, punctuation, and sentence structure to ensure that written materials prepared and reviewed are complete, concise, and error-free
- Ability to maintain the confidentiality of sensitive and confidential information (e.g., personnel-related issues, FERPA-protected student information, etc.)
- Ability to take initiative, work independently, and complete projects without detailed instructions
- Ability to maintain detailed records of work-related activities
- Ability to manage workload and prioritize work assignments to ensure completion within established timeframes and by expected deadlines
- Strong critical thinking skills
- Ability to manage multiple budgets with accuracy
Preferred Qualifications
- experience working at a university and knowledge of policies and procedures relevant to the position
- experience working with confidential information and/or compliance area
- Three or more years of related office experience
- Experience with Microsoft Office, Database management, Procurement Card credit card program, Banner programs, AIM, YoMart, and Degree Works
- Demonstrated ability to work in a high-volume environment with competing deadlines
Required Functional Competencies to Successfully Perform Job Duties.
Information/Records Administration
Coordinates variety of electronic document processing activities requiring the application and interpretation of procedures, policies, laws, and regulations. Reviews information for completeness and accuracy using multiple guidelines. Follows guidelines set by the office in conjunction with App State policies and procedures. Requires knowledge of organizational structure, functions, and services, programs, office procedures and practices. Office Manager processes a high volume of requests and documentation with accuracy to ensure the interactive process
Communication-Verbal
Interprets guidelines, answers inquiries and advises others regarding processes, services, and operations as applied to pertinent situations. Schedules and coordinates appointments, meetings and events. Serves as the main contact person for the department and assists with all inquiries. Ability to advise and consult with clients to ensure accuracy of the communication and understanding of the message.
Problem Solving
Able to identify non-standard questions/issues and resolve using operating procedures, practices and established precedents. Proactively works to independently identify problem areas and develop recommendations for resolution. Ability to engage and act in the best interests of the organization by aligning service delivery with strategic goals and clients’ needs; ability to develop and recommend new approaches to improve records and information management. Ability to interpret disability laws, policies, and procedures for decision making.
Budgeting
Assist with administering and management of all office budgets including state appropriations, contracts, invoices etc. Assists in budget planning, budget analysis, and funding sources. Assist with managing the overall budget for the administrator by reporting expenditures and allocation of funds and sources on a regular basis. Interprets and applies all aspects of purchasing policies and procedures, as well as special funds accounting for grants along with university and college policies and procedures
Knowledge – Program
Requires knowledge of organizational structure, functions, and services, programs, office procedures and practices. Serves at the primary content/process resource. Operational knowledge and the ability to articulate the purpose of the program’s organization including its mission, services, clients and measures of business effectiveness in order to adapt processes, procedures and activities to meet needs. Knowledge of disability law and its application within the various facets of Higher Education.
Type of Position
Permanent Full-Time
Staff/Non-Faculty
Staff/Non-Faculty
Work Schedule/Hours
Mon-Fri, 8:00am -5:00pm
Number of Hours Per Week
40
Number of Months Per Year
12
Physical Demands of Position
To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.
Overall Competency Level
Advanced
Salary Grade Equivalency
GN08
Anticipated Hiring Range
$44,510 - $46,865
