Documentation, Records,

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Disability Services

**Job Description**:
Job Summary

Responsibilities include implementation, software configurations, workflow development, data reporting development, deployment and support of the software for our Team Members, assessment-related tasks, file and records management, communications. Interact directly with Accessibility Resource Center (ARC) staff, medical and counseling providers, and students to configure, test, train, implement and support the use of the records/documentation/data management software. Responsible for FERPA compliance and documenting workflow. Responsible for organizing and triaging all incoming general office communications, and managing and supporting a range of outgoing communications.
- Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work _environment._

Essential Functions

Coordinates record and file systems for ARC (including Workday, Maxient, S Drive, Google Drive, and all other platforms utilized).

Assists with coordination of clinical/administrative requests for documentation and management of office file system.

Constructs relevant templates and procedural flows within the record system.

Serves as primary resource and super-user to record system platforms.

Ensures compliance with local, state and federal guidelines (e.g. FERPA) impacting the storage and retrieval of student data.

Works with relevant entities to create necessary infrastructure.

Develops and maintains database management protocols for required semester and end
- of
- year reporting and assessment.

Develops and utilizes reporting function to share data relevant to office and institutional decision-making and management of accommodations implementation.

Develops and maintains database management protocols for destruction of out-of-date records after required period of retention.

Develops, updates and provides training and materials for new user orientation and refresher training for end user.

Organizes and maintains records according to protocol, as well as scanning documents into the record system.

In cooperation with the Director of Accessibility, develops and operationalizes procedures for data and statistical collection and reporting.

Complete specialized projects as defined by the Director of Accessibility and/or Smith College.

Assist with reception coverage during unique ARC events or in the event of student worker and other staffing shortages. Tasks may include, but are not limited to: reception desk coverage, greeting students and visitors, provide instruction as to scheduling appointments, checking-in appointments, answering phones, and relaying messages to office staff.

Attends regular meetings and serves on other departmental and all-campus committees, as needed.

Other duties as assigned.
- The Accessibility Resource Center, within the division of student affairs, strives to create a support system framed by the learning aims of exploring, engaging and belonging, and will take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment. All employees are expected to participate in the College's efforts to create a respectful, inclusive, and welcoming work _environment._

Minimum Qualifications (knowledge, skills, education, experience, certifications, licenses)
- Associate's degree and two years of related experience or the equivalent in database management or the equivalent.
- Experience working with individuals from diverse backgrounds.

Preferred Qualifications
- Prior experience working in a disability-related setting (i.e. providing accommodations in Residence Life).
- Prior experience working in a university or community college setting.
- General working knowledge of applicable university infrastructure, policies, and procedures.
- Knowledge of FERPA, ADA/504, and general compliance requirements.
- Bachelor's degree in process in a related field, ie Disability Services in Higher Education, Social Work, Statistics and Data Sciences, etc.

**Skills**:
Ability to work on the front line, with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills. Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions. Proven experience working with diverse constituencies. A commitment to the core values of the college, student affairs division, and ARC. Ability to foster equitable and inclusive care to campus constituents as evidenced by demonstrated practice of cultural humility. Empathy and positivity in work engagement with students and colleagues. Ability to collaborate effectively with a team and a willingness to contribute to the overall wellness of the college community.

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