Administrative Assistant I

Under the direct supervision from the Associate Director of the Harris Family Center for Disability and Health Policy (HFCDHP), the position will assist students with disabilities at the Western University of Health Sciences’ Lebanon Campus requesting accommodations by guiding them through the interactive process, facilitating accommodation services and the checkout and return of assistive technology.
Knowledge, Skills and Abilities 1.
Excellent verbal and written communication skills.
Must be able to effectively interact with faculty, staff, administration, students, healthcare professionals, and outside contacts; ability to communicate with others in person, by telephone, and by email.
Documents will contain medical terminology; therefore, knowledge of medical terminology is preferred.
2.
Excellent computer skills including the ability to navigate Microsoft 365 and Zoom, draft and format documents in Word, Excel, Access, Outlook, Publisher and any other software program required for this position.
3.
Ability to work in a fast-paced environment carrying out multiple tasks and be flexible in job assignments.
Ability to handle detail-orientated assignments with accuracy and maintain confidentiality.
4.
Skilled in making decisions using sound judgment.
5.
Ability to operate the following office equipment: computer, fax, printer, scanner, telephone, and copy machine.
6.
Working knowledge of the Americans with Disabilities Act (ADA), the ADA Amendments Act of 2008, Section 504 of the Rehabilitation Act of 1973, as amended, and WesternU and HFCDHP policies, procedures, and guidelines pertaining to students with disabilities in higher education.
Required Qualifications 1.
Candidate Should have a High School Diploma or G.
E.
D.
and any experience or training that provides the required skills to perform in this position.
2.
Experience: Two to three years of experience or training that provides the required skills to perform this position.
List comments regarding work hours Monday-Friday 8:00 AM-12:00 pm.
Although hours may vary from day to day.
Changes in schedule maybe required for early morning, evening, and weekend hours based on HFCDHP and WesternU events and operational needs.
Posting Date 12/18/2023 Close Date Open Until Filled Yes Special Instructions to Applicants Essential Job Duties Job Duties Proctoring of Exams: Works in collaboration with HFCDHP’s Administrative Associate I to provide proctoring services for students with disabilities who are approved for this accommodation at the Lebanon Campus.
This includes collaborating with the College Accommodation Liaisons regarding the scheduling of exams and obtaining required information, reserving rooms and assigning exam rooms; maintaining exam spreadsheets; sending exam notices; scheduling proctors, readers, and scribes as needed; setting up Zoom sessions for remote exams; creating proctor forms; proctoring exams in-person and remotely; verifying hours worked for proctors, readers, and scribes; maintaining records related to student/college communication; and case noting all encounters.
Percentage Of Time 45% Job Duties Coordination of Accommodation Services: Coordinate the provision of notetaking services, surrogates, accessible furniture, scheduling of real-time captionists and sign language interpreters, and the checkout/return of equipment maintained in the assistive technology lending library for enrolled students at the Lebanon Campus.
Enter and review data maintained in office databases, communicate in written and oral formats with students, peer notetakers, staff, and faculty to coordinate accommodation services, schedule and conduct notetaking recruitments, provide timely follow up to identified notetakers to orient them to procedures and practices.
Inventory, check out, and ensure the return of assistive technology in accordance with established policies and guidelines.
Coordinate students’ requests for surrogates and alternative furniture with on campus departments.
Orient students to campus, accommodations, and campus evacuation procedures as needed.
Maintain case notes of encounters.
Contribute to reports in written and oral formats regarding the provision of services and accommodations for students.
Percentage Of Time 35% Job Duties Administrative and Reception Duties: Performs general administrative duties to include drafting correspondence, reports, scheduling accommodation-related meetings, uploading files to the shared drive, case noting, posting meetings to the shared Outlook calendar, and other administrative tasks related to the operational needs of the HFCDHP-Lebanon Campus.
Assists with resource scheduling.
This includes reservation and coordination of rooms to accommodate the delivery of accommodations and other Center events and activities.
Receives and assists visitors and telephone callers.
Supports continuity among the team by documenting and communicating actions, irregularities, and continuing needs.
Percentage Of Time 15% Job Duties Other Duties as Assigned: Collaborates with HFCDHP staff through departmental meetings and work groups to enhance the services provided to students with disabilities.
Carries out other office responsibilities as assigned in keeping with their classification.
These may include but are not limited to attendance at a variety of departmental meetings and trainings, assisting with HFCDHP events for enrolled students, and representing HFCDHP at events and meetings held at the Lebanon Campus.
Percentage Of Time 5% Physical Demands Physical Demands Do the essential functions of this job require lifting? Yes If yes, list maximum weight and duration The physical demands described here are representative of those that must be met by any employee to successfully perform the essential functions of this job.
Reasonable accommodations may be available to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to use hands to operate a PC in the performance of job duties, and talk and hear.
The employee is regularly required to sit, and reach with hands and arms, and occasionally required to stand, walk, stoop, and smell.
The employee must occasionally lift and/or move up to 15 pounds.
Specific vision abilities required by this job include close, distance, and peripheral vision, depth perception and the ability to focus, and the ability to read aloud.
Describe Work Environment Normal conditions will be in a general office environment coverage.
The employee will be working with the public handing phone calls, receiving guests, setting up appointments, and meeting with and facilitating accommodation services for students with disabilities.
Applicant Documents Required Documents Resume Cover Letter Optional Documents Letter of Recommendation #1 Letter of Recommendation #2 Letter of Recommendation #3 Additional Applicant Document