Administrative Specialist - Operations & Accommodation Support

Position Overview

This role supports the Student Disability Services (SDS) department with a wide variety of office processes and record management, including the oversight & creation of alternative text for students with disabilities, oversight of SDS one-time projects, collaborating with a variety of stakeholders to support proctored exams within the SDS testing center, and acting as the first point of contact for students, families, faculty and staff reaching out to the SDS office for support or direction. 

The position works directly with students and faculty across campus, Student Disability Services (SDS) team members, student workers, and other colleagues across the institution to provide excellent customer service and disability-related services in a fast-paced environment. The role requires strong computer skills, flexibility, and refined communication to provide reliable, confidential, and high-quality disability services.

Responsibilities 

• Maintaining timely, clear, empathetic, and professional communication across all channels with students, faculty, staff, and families, consistently upholding the highest standards of confidentiality and privacy. 
• Working collaboratively with colleagues to ensure consistent messaging, effective referrals, and a positive experience for all stakeholders, as demonstrated by feedback surveys, coordination with team members, and active participation in team meetings.
• Efficiency and accuracy in processing alternative text requests and other accommodations, including timely distribution and compliance with accessibility standards.
• Reliable coordination and execution of accommodated exams, including scheduling, proctoring support, secure storage, and delivery through effective teamwork, shared responsibility, and proactive communication with Exam Coordinator and other colleagues as needed.
• Accuracy and completeness in maintaining databases, tracking resources, updating records, and generating timely reports.
• Managing timelines effectively and ensuring project goals are met on SDS special projects (e.g., IT initiatives, website updates, captioning logistics), seeking input from relevant colleagues and keeping team up to date on progress, while also multitasking effectively during peak periods.
• Interact professionally with a diverse range of stakeholders (students, families, faculty, and staff) in person, via phone, and email, using a clear, positive, and caring communication style to assist with a variety of needs, ensuring proper referral for support. 
• Maintain strict confidentiality of private student information (FERPA), utilizing discretion and documenting all interactions through accurate, thorough database case-noting.
• Oversee the alternative text process, including converting materials into accessible formats, tracking requests, editing documents, and distributing files to students.
• Collaborate daily with Exam Coordinator to assist with organizing, setting up, and proctoring 5,000+ annual accommodated exams, while ensuring secure storage and timely, accurate delivery. Facilitate related communication with students and faculty.
• Update and curate content on the SDS website
• Keep detailed records to organize and monitor equipment, accommodation requests, software licenses, and other departmental resources
• Manage specialized database system: Maintain data integrity, track information, and generate detailed reports 
• Collaborate with the Director to track and reconcile internal budget records.
• Coordinate requests and logistics for captioning, ASL interpreters, student software access, and other specialized accommodations
• Lead and coordinate special projects for the department as needed, including IT-related initiatives that support or enhance SDS operations and services
• Provide essential, detail-oriented administrative support to the Director, Assistant Director, and Disability Specialists, performing a variety of administrative functions necessary for continuous office operation, efficiency, and student support.

Required Qualifications

• Associate’s Degree
• Demonstrated ability to provide exceptional customer service to a diverse clientele, with str