Documentation, Records, & Data Specialist

If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu.

Job Summary
Responsibilities include implementation, software configurations, workflow development, data reporting development, deployment and support of the software for our Team Members, assessment-related tasks, file and records management, communications. Interact directly with Accessibility Resource Center (ARC) staff, medical and counseling providers, and students to configure, test, train, implement and support the use of the records/documentation/data management software. Responsible for FERPA compliance and documenting workflow. Responsible for organizing and triaging all incoming general office communications, and managing and supporting a range of outgoing communications.

Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Essential Functions
Coordinates record and file systems for ARC (including Workday, Maxient, S Drive, Google Drive, and all other platforms utilized).
Assists with coordination of clinical/administrative requests for documentation and management of office file system.
Constructs relevant templates and procedural flows within the record system.
Serves as primary resource and super-user to record system platforms.
Serves as a liaison between the end user and information technology, to optimize tools and workflows in the applications.
Ensures compliance with local, state and federal guidelines (e.g. FERPA) impacting the storage and retrieval of student data.
Works with relevant entities to create necessary infrastructure.
Develops and maintains database management protocols for required semester and end- of- year reporting and assessment.
Develops and utilizes reporting function to share data relevant to office and institutional decision-making and management of accommodations implementation.
Develops and maintains database management protocols for destruction of out-of-date records after required period of retention.
Develops, updates and provides training and materials for new user orientation and refresher training for end user.
Organizes and maintains records according to protocol, as well as scanning documents into the record system.
In cooperation with the Director of Accessibility, develops and operationalizes procedures for data and statistical collection and reporting.
Complete specialized projects as defined by the Director of Accessibility and/or Smith College.
Assist with reception coverage during unique ARC events or in the event of student worker and other staffing shortages. Tasks may include, but are not limited to: reception desk coverage, greeting students and visitors, provide instruction as to scheduling appointments, checking-in appointments, answering phones, and relaying messages to office staff.
Attends regular meetings and serves on other departmental and all-campus committees, as needed.
Other duties as assigned.

The Accessibility Resource Center, within the division of student affairs, strives to create a support system framed by the learning aims of exploring, engaging and belonging, and will take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment. All employees are expected to participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Minimum Qualifications (knowledge, skills, education, experience, certifications, licenses)

• Associate's degree and two years of related experience or the equivalent in database management or the equivalent.
• Experience working with individuals from diverse backgrounds.

Preferred Qualifications

• Prior experience working in a disability-related setting (i.e. providing accommodations in Residence Life).
• Prior experience working in a university or community college setting.
• General working knowledge of applicable university infrastructure, policies, and procedures.
• Knowledge of FERPA, ADA/504, and general compliance requirements.
• Bachelor's degree in process in a related field, ie Disability Services in Higher Education, Social Work, Statistics and Data Sciences, etc.

Skills
Thorough knowledge of privacy guidelines and familiarity with utilizing electronic filing systems. Familiarity with Excel and Sheets, including use of pivot tables and other high level data management functions. Familiarity with Google suite. Ability to perform arithmetic functions of a transactional nature, including tracking and comparing data. Ability to learn, interpret independently, apply, and identify deviations from a variety of complex policies and procedures. Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions.
Ability to work on the front line, with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills. Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions. Proven experience working with diverse constituencies. A commitment to the core values of the college, student affairs division, and ARC. Ability to foster equitable and inclusive care to campus constituents as evidenced by demonstrated practice of cultural humility. Empathy and positivity in work engagement with students and colleagues. Ability to collaborate effectively with a team and a willingness to contribute to the overall wellness of the college community.

Review of applications will begin

Compensation Grade:

Position Type:

Located in Northampton, MA, Smith College is one of the largest women's colleges in the country and is dedicated to excellence in teaching and research across the liberal arts. A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst.Students cross-enroll and faculty cross-teach across the Five Colleges.

Consistent with the Americans with Disabilities Act (ADA) and Massachusetts General Law, Chapter 151B, it is the policy of Smith College to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact our recruiting team at recruiting-u@smith.edu.

As set forth in our mission and values, Smith College is committed to promoting a culture of equity and inclusion among students, staff and faculty. The College will not discriminate in employment on the basis of age, race, color, ethnicity, national origin, creed, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, genetic information, age, veteran status, physical or mental disability, or any other classification protected by law. Smith College is an equal opportunity employer and complies with all state and federal laws that prohibit discrimination.