LSS Administrative Specialist

Summary Of Responsibilities

The Learning Services Support Program provides a comprehensive support program for qualified students with documented learning disabilities. The purpose of LSS is to provide individually tailored support services to students in order to enable them to be academically successful. This purpose is accomplished by providing students with 504, tutorial, testing and other academic support services delivered by professional and specially trained staff.

Responsibilities include

• Following all Schreiner University Policies and Procedures
• Greeting and providing excellent customer service and assisting all clients.
• Working with the LSS Program Coordinator, students and tutors in assisting with electronic textbooks.
• Assisting with the coordination and scheduling of testing accommodation services in collaboration with students and professors.
• Explaining, processing and building files on all 504 student paperwork.
• Assisting with maintenance of various records such as bi-weekly tutor timecards and live documents.
• Creating various databases, reports, memorandums, correspondence, spreadsheets and using Schreiner Insight.
• Utilizing JRM, work with the director and staff to recruit potential new students to the LSS program.
• Setting up, attending and assisting during tutor trainings, Delta Alpha Pi meetings, the induction ceremony and the LSS Honors Luncheon.
• Keeping track of all academic schedules and calendars.
• Working with SU Volunteer Services by scheduling, coordinating and training adult testing volunteers.
• Coordinate testing services with the nursing program and Spanish Placement testing.
• Assisting with and, at times, overseeing the facilitation of the LSS "Focus Lab".
• Cell Phone Usage: We recognize that mobile devices can enhance productivity and connectivity. However, employees are expected to use personal cell phones responsibly during work hours. Personal calls, texting, social media, gaming, and browsing should be limited to breaks, lunches, or designated areas. Phones must be on silent or vibrate mode during meetings, trainings, and client interactions.
  
  

Essential Functions

• Confidentiality: Maintain the highest level of confidentiality concerning all matters regarding testing, personal information of clients and the LSS department. Does not discuss in any manner any information obtained through work in the office. FERPA law, confidential information and matters must be abided by at all times. Hearsay, gossip and speaking ill of others is not tolerated in any circumstance. Seek assistance from the Assistant Director if unsure about situations. Spreading rumors or confidential information is immediate grounds for termination.
• Communications: Greet guests (visitors, students, parents) in a friendly and professional manner; advise guests of procedures for obtaining services; answer questions about services and distribute handouts if needed. Act to facilitate quality communications between employees, clients, and management through interpersonal and professional communication techniques.
• E-Books: Assist LSS Program Coordinator by providing electronic textbooks to students and tutors. Stay informed about sources of electronic books, register University and/or students with appropriate E-libraries as needed. Maintain confidential records regarding electronic textbook and users information.
• Testing Accommodations: All students who are 504 or in the LSS program are granted testing accommodations. The specialist assists the Testing Coordinator, who supervises monitors, readers, scribes; informing faculty of student requests, procuring tests from faculty and enduring security of tests until returned to professor post-exam, protecting integrity of testing in accordance with program policies and procedures. Strictly enforce student testing policies such as restroom breaks, facilitating timed tests, securing their watches, phones, and backpacks. Our professors have full trust that we are a department of high integrity and trust us with the safe and secure handling of their exams.
• 504 Accommodations: Students with disabilities may qualify to receive 504 services depending on their past educational history. The specialist will coordinate all paperwork, explain the services and notify the Director of a 504 request, communicate to the student about acceptance and process the candidate for entry.
• Recordkeeping: Maintains records of 504 applications as appropriate, create and maintain physical files bi-weekly tutor timecard reporting, travel report documentation, completions of petty cash receipts, maintaining an accurate student and tutor directory list, and assisting with office supply inventory, copy machine maintenance, paper shredding, sanitizing tables and locking all office and testing doors at the end of the day. Also word processing documents, statistical reports and files and graphic designing for LSS handouts and parent newsletters.
• Technology Information Platforms: Familiar with Word, the Internet, Outlook, Schreiner Insight and the JRM Student Directory database, Goggle, SharePoint, etc. From time to time, all SU employees will participate in IT certification.
• Physical Assistance: Setting up snacks, table accessories, and paperwork for tutor training meetings and luncheons; gathering Delta Alpha Pi materials for Honor Society meetings and inductions and help with the planning and take down set up for the LSS Honors Luncheon.
• Delta Alpha Pi Honor Society: Keeping all professional records for the society, emailing students, planning and attending meetings, sending invitations to students and professionals, printing programs and students certificates for induction ceremonies and ordering cords and pins for graduating students.
• Counseling Students/Parents: Only licensed and certified professional medical personnel are allowed to provide counseling services. The LSS staff is not ever permitted to provide, counsel or discuss student and/or parent situations pertaining to any type of medical needs or resources, except a referral to the SU Counseling Center.
• Summer Bridge Program: Assist with implementation of the LSS Summer Bridge Program.
• Educational Materials: Keeping inventory and track of textbooks used by tutors and educational Bar Charts before and at the end of the semester and/or school year.
• New LSS student recruitment: In collaboration with the director and other department personnel, co-facilitate the recruitment process, utilizing JRM.
• Other duties as assigned by the Assistant Director of Learning Support Service
  
  

Job Qualifications

High school diploma or equivalent required.

A minimum of 2 to 4 years relevant experience in university operating procedures and in post-secondary education preferred.

• An understanding of HR and payroll terminology helpful.
• Intermediate to expert level proficiency in MS Word, Excel, PowerPoint and Outlook.
• Type a minimum of 60 words per minute.
• Must present professional presence and dress accordingly.
• Exceptional interpersonal, written and communication skills.
• Ability to identify and change priorities quickly with professionalism and grace.
• Ability to compose correspondence and produce reports in a timely manner.
• Strong organizational skills with accuracy and attention to detail.
• Ability to use sound judgment, maturity and responsibility when dealing with a variety of persons in a public relations capacity and confidential matters.
• Ability to remain cool under pressure or in the face of unpleasant circumstances.
• Familiarity and expertise with general office equipment
  
  

WORK SCHEDULE

8:00 am - 5:00 pm with potential weekends.

Employees are expected to arrive and be ready to work at the scheduled start time, including returning on time from breaks or meals unless prior arrangements have been made with the Assistant Director.

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