Administrative Specialist - Operations & Accommodation Support

Butler University•Indianapolis, IN

About The Position

This role supports the Student Disability Services (SDS) department with a wide variety of office processes and record management, including the oversight & creation of alternative text for students with disabilities, oversight of SDS one-time projects, collaborating with a variety of stakeholders to support proctored exams within the SDS testing center, and acting as the first point of contact for students, families, faculty and staff reaching out to the SDS office for support or direction. The position works directly with students and faculty across campus, Student Disability Services (SDS) team members, student workers, and other colleagues across the institution to provide excellent customer service and disability-related services in a fast-paced environment. The role requires strong computer skills, flexibility, and refined communication to provide reliable, confidential, and high-quality disability services.

Requirements

Associate’s Degree
Demonstrated ability to provide exceptional customer service to a diverse clientele, with strong interpersonal skills and a proactive approach to problem-solving in dynamic or high-pressure situations
Excellent written and verbal communication skills, including the ability to compose professional emails and tailor communication styles when interacting congenially with a diverse group of students, faculty, and colleagues.
Experience with database management systems, spreadsheet manipulation, and document handling, along with a demonstrated ability to acquire proficiency in specialized software and evolving technologies in response to departmental needs
Intermediate proficiency with the Microsoft Office Suite, especially Excel, Outlook, & Teams, is required
Highly organized, detail-oriented, and capable of managing multiple priorities independently
Basic knowledge and understanding of the principles of accessibility and accommodation; interested and willing to continually learn and apply best practices for supporting individuals with disabilities.

Nice To Haves

Bachelor’s Degree
Professional experience in a post-secondary education environment
Direct experience working with people with disabilities
Experience using WordPress for website management
Knowledge and familiarity with using databases and higher education software CRMs, such as Peoplesoft, Navigate, Canvas, & Accommodate
Familiarity with Yuja, Adobe Acrobat, and alternative format document editing

Responsibilities

Maintaining timely, clear, empathetic, and professional communication across all channels with students, faculty, staff, and families, consistently upholding the highest standards of confidentiality and privacy.
Working collaboratively with colleagues to ensure consistent messaging, effective referrals, and a positive experience for all stakeholders, as demonstrated by feedback surveys, coordination with team members, and active participation in team meetings.
Efficiency and accuracy in processing alternative text requests and other accommodations, including timely distribution and compliance with accessibility standards.
Reliable coordination and execution of accommodated exams, including scheduling, proctoring support, secure storage, and delivery through effective teamwork, shared responsibility, and proactive communication with Exam Coordinator and other colleagues as needed.
Accuracy and completeness in maintaining databases, tracking resources, updating records, and generating timely reports.
Managing timelines effectively and ensuring project goals are met on SDS special projects (e.g., IT initiatives, website updates, captioning logistics), seeking input from relevant colleagues and keeping team up to date on progress, while also multitasking effectively during peak periods.
Interact professionally with a diverse range of stakeholders (students, families, faculty, and staff) in person, via phone, and email, using a clear, positive, and caring communication style to assist with a variety of needs, ensuring proper referral for support.
Maintain strict confidentiality of private student information (FERPA), utilizing discretion and documenting all interactions through accurate, thorough database case-noting.
Oversee the alternative text process, including converting materials into accessible formats, tracking requests, editing documents, and distributing files to students.
Collaborate daily with Exam Coordinator to assist with organizing, setting up, and proctoring 5,000+ annual accommodated exams, while ensuring secure storage and timely, accurate delivery. Facilitate related communication with students and faculty.
Update and curate content on the SDS website
Keep detailed records to organize and monitor equipment, accommodation requests, software licenses, and other departmental resources
Manage specialized database system: Maintain data integrity, track information, and generate detailed reports
Collaborate with the Director to track and reconcile internal budget records.
Coordinate requests and logistics for captioning, ASL interpreters, student software access, and other specialized accommodations
Lead and coordinate special projects for the department as needed, including IT-related initiatives that support or enhance SDS operations and services
Provide essential, detail-oriented administrative support to the Director, Assistant Director, and Disability Specialists, performing a variety of administrative functions necessary for continuous office operation, efficiency, and student support.

Benefits

Paid Time Off and Holidays: 20 days of paid time off (vacation and PTO days) per Fiscal year
8 Paid Holidays
In addition, a paid Winter Break between Christmas Eve and New Year’s Day
Paid Parental Leave (after 1 year of full-time employment)
Health: Comprehensive medical, dental, and vision plans including disability and life insurance programs
Retirement: 10% employer contribution after 1 year of full-time employment
Tuition Assistance: Tuition Exchange Program for Dependents
Remission of tuition for classes taken at Butler for employees, spouses, and dependent children.
Eligibility after 9 months of full-time employment
Employees & spouses- undergraduate/graduate degrees
Dependents (under age 26)- undergraduate degree
Covers tuition only
Butler Facilities Access, Discounts and Perks: Access to Butler’s on-site fitness facility and libraries for full-time staff and faculty
LinkedIn Learning Courses
Free premium subscription to the Calm App
Free subscription to the WSJ, The Economist, and NYT
Discount at the College Bookstore
Discount on select Athletic and Arts/Events Center Performances