Administrative Assistant, Accessibility Services – University of British Columbia

Title of the Job: Administrative Assistant, Accessibility Services

Location: Canada

Job Description: Staff – UnionJob Category BCGEU Okanagan Support StaffJob Profile BCGEU OK Salaried – Secretary IIJob Title Administrative Assistant, Accessibility ServicesDepartment UBCO | Program Support | Programs and Operations | Disability Resource CentreCompensation Range $4,095.00 – $4,695.00 CAD MonthlyPosting End Date October 30, 2024Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End DateAt UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.Job SummaryThis position is part of the administrative team for the DRC and is responsible for the daily administrative tasks related to the exam coordinator team’s operations and accessibility services. This position supports the business operations of these teams to ensure the smooth, confidential, and secure delivery of exam and access services.Organizational StatusReports to the Program and Operations Coordinator at the Disability Resource Centre (DRC) and contributes to the operations of all aspects of Accessibility Services at the DRC.Work PerformedSupporting Exam Team Operations

• Responsible for confidential exam records maintenance. This includes but is not limited to the receipt, packaging, delivery, and pick up of up to 13,000 tests/exams per year. Receives exams and manage exam pick up from the centre. Creates and manages efficiencies for the handling of confidential exam documents (e.g., Creating pick up lists for large groups of students writing the same exam), and secure filing and storage of confidential exam information.
• Exam prep and production: prints tests/exams, assembles individualized packages, and organizes test/exam packages for administration. accommodations.
• Maintenance of assistive technology devices
• Ensures that 50+ exam laptops are updated and work with IT services to rectify any concerns/repairs/updates on hardware and software.
• Manages inventory of individual assistive technology devices. Ensures that individual assistive tech devices function properly and are charged for use when required (e.g. Spellcheckers, reader pens). Reports when/if the need for devices exceeds current supply and advises when replacement or new inventory is required.

Supply Management

• Inventories, tracks, and orders exam supplies as needed.
• Set-up and take-down of additional exam rooms during final exam period. Monitors supplies in additional exam rooms throughout the final exam period.
• Ensures 2 exam centres and check-in locations have essential equipment and supplies required on a daily basis.

Supporting Accessibility ServicesEnsures that all Student Accessibility and Accommodation requests are processed promptly to ensure no delays in providing services that would significantly impact students’ ability to succeed in their studies.

• Receives and processes alternate format requests.

• Collaborates with Alternate Format team at UBCV to ensure Okanagan students receive the appropriate alternate format materials promptly.
• Sets up the shared folders for alternate format file sharing with students.
• Receives and processes requests for Closed Captioning accommodation and event support.

• Forwards and tracks requisitions to appropriate service providers/suppliers for in classroom and event based closed captioning.
• Coordinates and sets up closed captioning services between instructor/student/supplier or event planner and supplier.
• Works with IT and/ or UBC Studios to ensure that classrooms and other event spaces are set up with the required technology for effective remote captioning.
• Provides input for accuracy of billing from service providers to the Coordinator.
• Receives and processes requests for ASL interpreting for classrooms and events.

• Forwards and tracks requisitions to appropriate service providers/suppliers. Communicates with supplier to ensure contracted service provided is adequate.
• Ensures that the classroom/event space has appropriate set up/context for clear visuals for ASL interpreters. This could involve work requests to move furniture and/or provide additional lighting.
• Provides input for accuracy of billing from service providers to the Coordinator.
• Administers Note taker Supports Program

• Receives and process referrals for note taking software license. Add student users to receive a license and monitors use of the licenses. Ensures that students are aware of UBC guidelines for software use before providing the license, and follow up for compliance. Notify relevant instructors- of the software use by students in their class.
• Assists with hiring note taker supports as required.
• Facilitates and coordinates accessible set up in classrooms

• Receives and processes requests for ergonomic furniture for classroom/laboratory/studio spaces.
• Supply management of ergo furniture: Maintains an inventory and tracks the locations of ergonomic furniture.
• Works with Facilities to request moves and placement of required furniture and storage of ergo furniture.
• Inform the Coordinator when furniture is requested, and purchase is required.
• Creates and arranges for accessibility signage in classrooms as needed (e.g. student’s priority seating).
• Supports requests for Accessibility Assistants

• Schedules accessibility assistants and confirms hours worked.
• Assists with hiring Accessibility Assistants as required.
• Supports students’ Canada Student Grant Disability Programs Applications

• Organizes and compiles students’ CSG application documents.
• Completes and submits students’ Service and Equipment requests.
• Tracks and records students’ funding approvals.
• Monitors Accommodation Requests in Clockwork and releases letters as needed.
• Other duties which support the overall operations of the Disability Resource Centre as required.

Consequence of Error/JudgementThis position deals with sensitive, confidential information. Errors in decisions or mishandling of confidential information could have severe legal, operational, reputational or financial repercussions for the DRC and/or the University. Good judgment in the prioritizing and scheduling of work is necessary. Diplomacy is required when interacting with staff, faculty, and students. Failure to meet the expectations of the job and provide service that meets the above standards may create hardships for students with disabilities seeking academic accommodation and/or their instructors. Lack of sound judgment and/or diplomatic communications could compromise the relationship of the DRC with its constituents.Supervision ReceivedWorks independently under the supervision of the Programs and Operations Coordinator.Supervision Given
N/AMinimum Qualifications

• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
• Two years of related post-secondary education in a relevant discipline.
• Over two years of experience in a related field or a combination of education and previous related experience.
• Demonstrated understanding of disability and equity related issues within a post-secondary institutional environment.
• Experience with a student service environment.
• Experience working with students, staff, and faculty in a post-secondary institution environment.
• Demonstrated ability working with confidential information and knowledge of best practices in managing secure documents.
• Demonstrated ability to develop and implement efficient business practices in an office environment.
• Proven ability to manage priorities and juggle complex tasks.
• Proven track record for meeting critical deadlines under pressure.
• Ability to work cooperatively in a team environment.
• Excellent organizational and interpersonal skills and the ability to demonstrate sensitivity, empathy and inclusion
• Ability to think creatively and problem solve.
• Excellent computer skills; knowledge and experience in the use of all Microsoft Word applications at an intermediate level; ability to learn new software applications quickly and independently.
• Weekend and evening work may be required during peak periods.
• Excellent knowledge and ability to learn about technologies, particularly of assistive technology applications and ability to trouble shoot technology problems.
• Ability to liaise and collaborate in a professional manner with other UBC departments and their staff.

Company Name: University of British Columbia

Salary: $4095 – 4695 per month

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