Job Details

Administrative Assistant I
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Position Number: 4878513
Location: Lebanon, OR
Position Type: Disability Services

Administrative Assistant I

Posting Number: S01412
Position Status: Part time
Campus: Western University Campus-Lebanon, OR
Department: 4201-Harris Family Center for Disability and Health Policy

Function: Harris Family Center for Disability and Health Policy (CDHP)
Family: Administrative Support
Classification Series Title: Administrative Assistant

Classification Pay Scale
In compliance with SB 1162, Western University of Health Sciences is providing a pay scale for this position. The pay scale reflects the minimum and maximum target for new hire salaries for this position. Within this range, the individual pay is determined by a variety of factors, including but not limited to job-related skills, experience, relevant education or training, and work location. Please note that the compensation details listed reflects the base salary only.

Full Salary Range
Minimum: $20.97
Maximum $20.97

Expected Pay Scale
Minimum: $20.97
Maximum: $20.97

Job Summary
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.

Preferred Qualifications

Posting Date: 12/18/2023
Closing Date:
Open Until Filled: Yes

Special Instructions to Applicants

Essential Job Duties

Essential Job Duties

Job Duties

Proctoring of Exams: Works in collaboration with HFCDHPs 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%

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.

To apply, visit https://jobs.westernu.edu/postings/28376