The Associate performs functional and clerical support for Accessibility Services. The position provides student/customer services, database support, and other office support.

Student Support

• Act as an informational resource to students, staff, and the public requiring detailed knowledge of various institute department programs and procedures. Provide advice and assistance on how to access and utilize these programs.
• Respond to specific and/or general inquiries from students, parents, staff, or the public, regarding services offered by the Accessibility Services Office, while utilizing sound judgment, discretion, diplomacy, and confidentiality.
• Prepare and mail letters of accommodations for students
• Assist students navigate Brookdale’s website, and train students with Brookdale’s IT access and electronic resources.

Office/Departmental Support:

• Prioritize and filter all incoming calls, messages, and walk-ins for the Director/Assistant Director. Refer calls and questions of a complex nature, when necessary, to the Director/Assistant Director and/or to other departments and services across the campus.
• Open, sort, and distribute incoming mail.
• Maintain the office calendar for the Director and the Assistance Director for student appointments, departmental meetings, zoom meetings, and events.
• Utilize computer applications and/or programs that are related to the operation of the department (i.e., Colleague, Web advisor, Coursedog, Microsoft Office applications, Share Point, Canvas, SchoolDude, e-requisition, purchase orders).
• Act as liaison between the Director/Assistant Director, and faculty, students’ and parents’ concerns.
• Assist in updating all Accessibility Services materials related to including the department website, Student and Faculty Resource Guides, and other forms.
• Responsible to train hourly staff.
• Prepare required reports as assigned.
• Maintain privacy of students’ disability status, medical, and /or academic background.
• Perform other support duties and responsibilities as assigned.

Student Records and Files:

• Maintain student files and records and other related documents.
• Enter Disability-related information in Brookdale’s Colleague database.
• Ensure all student documents are complete as per Accessibility Services Office guidelines.
• Track all incomplete students’ files for accuracy and for any missing documents.
• Initiate and create follow-up letters on a monthly basis with the deadline to ensure timely completion of required documentation in accordance with the Director’s approval.
• Ensure that all documents for incomplete files are returned via registered mail.
• Record, update and maintain all students’ correspondence in Brookdale’s Colleague database.
• Per policy, identify dated files, remove files and other private documents for shredding and documentation disposal of files in Brookdale’s Colleague database.
• Maintain privacy and confidentiality of all student records at all times.
• Keep current and be familiar with all rules, policies, and regulations pertinent to FERPA, ADA, Brookdale and Accessibility Office.

Event Organization and Coordination:

• Assist the Director in planning and organizing events for High School Professionals, Student, Parents and Community.
• Participate and maintain relevant registrations, sign-in, and correspondence for all events including the Brookdale Open House.
• Plan and coordinate room requests, catering, and other logistical requirements for all Accessibility Services Office events, Department meetings, and Information Sessions.
• Prepare and mail flyers for the High School Information sessions for the High School Professionals, Child Study Team members, and Prospective Students with Disability and their Parents.
• Print and distribute handouts and other materials at the events.
• Print and distribute Continuing Education (CE) certificates to all attendees at the Information Session for the High School Professional’s event.
• Maintain a log for all the people registered, and sign-in sheets for the number of people attended for all the events.
• Ability to work on weekends and after hours for the events.

Budget and Procurement Resources:

• Monitor and maintain budget, audit invoices, and other documents for the Director’s review before submitting to the appropriate department.
• Maintain a budget log and order all office supplies and equipment.
• Order print shop supplies and coordinate with the print shop to ensure timely publication of Faculty and Student Resource Guides, Alert Form Cover Letters for all Academic Terms, Intake Forms, and Student Survey Letters.
• Order office supplies, distribute supplies, and maintain inventory of office supplies.

Education:

• Associate's Degree or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.

Experience: 

• Two Years of experience in coordinating and working with a diverse student population
• Must have knowledge and experience dealing with physically and mentally challenged students

Knowledge/Skills/Abilities:

• Be knowledgeable in FERPA guidelines as well as the Buckley Amendment and other appropriate policies and regulations related to student privacy and/or rights.
• Strong interpersonal, communication, and organizational skills with the ability to develop effective working relationships with a diverse student population, staff, and faculty.
• Strong analytical, data management, and research skills. Demonstrate problem-solving and conflict-resolution abilities.
• Ability to respond accurately to inquiries, resolving routine problems and questions in a timely manner.
• Computer literacy skills at an intermediate level with the demonstrated ability to utilize and apply Microsoft Office Outlook, Word, Excel, and PowerPoint as well as specialized software programs and computer applications.
• Ability to learn and apply office practices, procedures, policies, and regulations that are essential to the position.
• Familiarity with state and federal regulations, student records, and relevant academic programs or the ability to learn these areas within a reasonable period.
• Ability to travel locally.
• Fluency in a second language preferred.
• Ability to work a flexible schedule (evenings/weekends).
• Excellent customer service skills.

Preferred Qualification & Special Considerations: 

• Knowledge of Monmouth County and its communities. 
• Occasional overtime including weekends may be required.

Special Instructions to Applications: A review of applications will be ongoing until the position is filled. Submission of application materials by Tuesday, Aril 15th, 2025, is preferred to ensure full consideration. 

Summary of Benefits: Summary of Benefits Professional Staff - 8-23.docx