"Administrative Assistant"

Administrative Assistant

Company:

Austin Peay State University

Job Location:

Clarksville, 37044

Category:

Disability and Accessibility Services

Type:

Full-Time

Job Description

Student & Office Service Support

• Greet and assist visitors (students, faculty, staff, external partners), respond to telephone and email inquiries, and direct calls or requests appropriately.
• Guide students in registering for DSSC services, explaining policies, navigating paperwork, and maintaining confidentiality under FERPA and HIPAA.
• Maintain, update, and protect confidential student files (e.g., IEPs, 504 plans, health documentation, military documentation).
• Assist in disseminating accommodation notices to faculty/staff per ADA, Section 504, and Title IX compliance.
• Receive, sort, and distribute mail; process incoming and outgoing correspondence and official documents.
• Schedule appointments, maintain calendars, and coordinate meeting logistics (rooms, technology, materials).
• Provide occasional back-up proctoring or assistive technology support under supervision when needed.

Fiscal, Procurement & Budget Management

• Manage multiple DSSC budget accounts covering supplies, services, student assistant payroll, travel, and general operating expenditure (approx. $250,000+).
• Track and monitor expenditures via spreadsheets or financial systems.
• Prepare and submit requisitions, purchase orders, and invoices; reconcile payments with the business office.
• Maintain inventory of office supplies, equipment, and other resources; order replacements as needed.

Accommodation & Vendor Coordination Support

• Assist with the administrative coordination of accommodations that require external vendors (e.g., interpreters, transcription services).
• Arrange vendor access to campus resources and ensure logistical support for service delivery.
• Verify student eligibility and process applications for tuition discounts or other benefits based on confidential documentation.

Communication, Reporting & Departmental Support

• Draft, proofread, and distribute correspondence, memos, reports, and other written materials to students, faculty, staff, and external entities.
• Assist with the preparation of departmental reports, data entry, and administrative tracking of student accommodations, office metrics, or service usage.
• Support planning and execution of DSSC special events and programs - including accessibility awareness events, faculty/staff trainings, and student engagement activities (e.g., Silent Dinner, recognition events, and workshops).
• Participate in DSSC outreach efforts by preparing informational materials, coordinating events, and collaborating on promotional efforts.
• Collect and compile feedback from students and faculty (surveys, evaluations) related to services, and help prepare recommendations for process improvements.

Student Worker Oversight

• Share responsibility with DSSC professional staff for the supervision, scheduling, training, and daily support of student workers who assist with office coverage, testing services, note-taking coordination, and other departmental functions.
• Monitor student worker performance and provide feedback; communicate concerns or recommendations for improvement to the Director or Assistant Director.
• Assist with timekeeping or payroll processes for student employees.

Policy, Compliance & Quality Assurance

• Ensure that office processes and record-keeping adhere to institutional policies, regulatory requirements, and best practices (e.g. ADA, Section 504, FERPA).
• Support internal audits, accreditation reviews, or compliance checks as needed.
• Assist in developing or updating departmental policies, procedures, and standard operating protocols.
• Conduct internal quality checks (e.g. file audits, appointment logs) to identify gaps or inconsistencies.

Problem Resolution & Incident Handling

• Serve as a point of contact when issues arise (e.g. student complaints, scheduling conflicts, technical difficulties).
• Document and escalate incidents appropriately (e.g. suspected privacy breaches, urgent accommodation needs, facility issues).
• Collaborate with supervisors and other DSSC staff to resolve concerns and implement preventive measures.

Knowledge, Skills, and Abilities

• Effective leadership abilities to supervise student staff and support instructors.
• Excellent organizational skills for managing office calendars and events.
• Exceptional interpersonal skills for interacting with visitors professionally.
• Knowledge of FERPA guidelines to handle sensitive information appropriately.
• Prompt responsiveness to incoming emails, calls, and messages using various platforms.
• Strong written and verbal communication skills.
• Ability to collaborate effectively with executives, department heads, and staff.
• Proficiency in using communication tools (i.e., zoom, Microsoft teams, Avaya)
• Ability to adapt to changing priorities and handle diverse challenges.
• Skill in identifying solutions and implementing improvements in various processes.

Minimum Qualifications

• High school diploma required; associates degree desired.
• Minimum of one year of related work experience.
• Computer literacy.
• Ability to work flexible hours to include weekends.
• A background check will be required for the successful applicant.

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