Overview
Administrative Support Associate Jobs in Maplewood, NJ at Ideal Jacobs Corp.
CLASSIFICATION: Support Staff
DEPARTMENT: Disability & Accommodations
FLSA STATUS : Non-Exempt
SUPERVISION RECEIVED: Director of Disability & Accommodations
SUPERVISION EXERCISED : N/A
POSITION SUMMARY: Provides administrative, secretarial, and clerical support for the Office of Disability & Accommodations (ODA). This includes external communication with students, referral sources, and various campus departments, appointment scheduling and check-in, and monitoring the budget. In addition, provides administrative support to a decentralized neurodiversity awareness and inclusion program involving staff that will be embedded in other departments throughout the institution.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
Greet all guests and visitors; manage incoming phone calls, and serve as the initial point of contact for students, parents, faculty and staff seeking assistance from the Office of Disability & Accommodations.
Manage external inquiries and communication through the ODA email.
Help arrange and manage meetings and appointments for office staff.
Help coordinate programming including by reserving rooms, preparing marketing materials, etc.
Coordinate, in collaboration with the Executive Administrative Assistant for Student Life all office needs such as supplies, space, mail, etc.
Maintain electronic and paper record-keeping systems; file, photocopy/scan, and organize confidential records.
Assist with the coordination of services for students and guide students through the application process for disability services.
Maintain, update, and generate reports from databases related to disability services.
Maintain, update, and print forms and handouts used in the Office of Disability and Accommodations.
Coordinate meetings, trainings, and workshops related to neurodiversity awareness and inclusion.
Track engagement data, such as event attendance or service usage.
Prepare reports or summaries for internal use or external grants.
Assist with management of the University’s resource pantry and basic needs support program as needed.
Maintain confidentiality in all matters related to disability services and students in accordance with FERPA.
Manage licenses and equipment for assistive technology for students with approved accommodations.
Coordinate and schedule services for sign language interpreters, readers, notetakers, and scribes.
Assist with budget preparation and track departmental expenditures.
Perform other duties as assigned.
QUALIFICATIONS: A high school diploma or the equivalent is required. Prior secretarial experience preferred. Excellent interpersonal and organizational skills are needed, as well as an ability to and desire to work closely with all constituencies of the institution, including students, staff and faculty, and with the general public. This position requires a team player who can multitask, prioritize, and work under firm deadlines. Superior interpersonal skills, attention to detail, and trustworthiness with confidential information are key attributes for the incumbent. Computer literacy as well as experience with database applications, word processing and spreadsheets is essential. Prior experience in higher education or working with individuals with disabilities is a plus.
ABOUT THE DIVISION OF STUDENT LIFE: The Division of Student Life strives to advance the educational mission of the University by recognizing, affirming, and promoting the development of the whole student in a campus climate that is at the same time challenging and supportive. We do this by asking students and ourselves to always reflect on the following questions: Who am I? How will we learn from each other? What is our responsibility to the world?
Staff in the division commit to the following core values as we carry out our mission:
Student Centered: Empower one another to keep students as the focus of all decisions made and services provided by reflecting on the question: “Is this choice in the best interest of Moravian students?”
Collaboration: Cultivate intentional, productive and respectful partnerships by reflecting on the question: “How will including others lead to shared success?”
Inclusivity: Embrace diversified experiences, perspectives, and values by reflecting on the question: “Are we advancing our commitment to equity and justice in our community?”
Community Focused: Modeling compassion and empathy with our community partners by reflecting on the question: “What is our impact on the world?”
Transparency: Sustain trust and confidence through open and honest communication by reflecting on the question: “Are we engaging, explaining, and clarifying expectations?”
TO APPLY: Qualified candidates should attach their cover letter and resume to the online application Please attach documents as a PDF file.
Moravian University will not sponsor applicants for a U.S work visa for this position.
Title: Administrative Support Associate
Company: Ideal Jacobs Corp.
Location: Maplewood, NJ
