Access Specialist

Position Title: Access Specialist Position Type: Regular Hiring Range: $70,600 - $84,700 / annual; Compensation will be based on education, experience, skills relevant to the role, and internal equity. Pay Frequency: Annual Position Purpose The Access Specialist exercises independent judgment and discretion in ensuring that all students registered with the Office of Accessible Education (OAE) receive their approved accommodations—academic or otherwise—in compliance with Federal and State laws, supporting the University's commitment to equal opportunity for all individuals. Accommodations must be provided in a timely and effective manner. The Access Specialist is responsible for facilitating the implementation of approved accommodations, providing clear guidance on accommodation processes, and offering confidential support to disabled students. This position also serves as an advocate for students, ensuring equitable access while acting as a resource to the University community as required under Section 504 of the Rehabilitation Act of 1973; the Americans with Disabilities Act (ADA) as Amended; California state law; and Santa Clara University policies. Essential Duties and Responsibilities Accommodation Student Advising (70%) Exercises independent judgment and discretion in reviewing disability-related documentation to analyze and determine reasonable accommodations, strategies, and interventions that align with federal and state accessibility laws. Independently conducts and oversees the interactive process, engaging with students through information sessions, interim supports, check‑ins, and ongoing consultations to assess and implement appropriate accommodations (e.g., academic, housing, dining). Evaluates and recommends appropriate housing and dining accommodations, collaborating with respective university departments to ensure seamless implementation. Determines and advises on Assistive Technology (AT) accommodations, referring students to the Digital Access Specialist for further evaluation and training as needed. Independently manages accommodation cases through ongoing case management, including tracking accommodations, conducting follow‑up outreach (emails, phone calls, meetings), and making proactive adjustments throughout the academic calendar. Consults with faculty and academic administrators, providing guidance on accommodation implementation, problem‑solving accessibility challenges within academic spaces, and ensuring compliance with ADA regulations and institutional policies. Educates and empowers students to become effective self‑advocates, reinforcing their understanding of their rights, responsibilities, and available resources. Determines and communicates approved accommodations to faculty and administrators, ensuring timely and effective implementation of required accommodations. Participates in OAE Team Meetings, contributing professional expertise to department‑wide efforts, collaborative projects, and strategic goal‑setting initiatives. Serves as a resource for students, parents, faculty, and staff, providing guidance on OAE and Santa Clara University policies and procedures. Generates reports/queries using OAE online services for OAE and other departments as needed. Uses the departmental information management platform (including but not limited to communicating with students from application to intake, managing email communication templates, accommodation‑specific data gathering, and sending reminders as needed to students to request accommodations). Maintains familiarity with various access‑oriented software for screen reader and text‑to‑speech, recording technology, speech‑to‑text and voice technology (including ZoomText, Dragon Naturally Speaking, Read & Write Gold, JAWS). Exam Administration (15%) Support the OAE Testing Center with timely and organized exam administration while consistently maintaining exam integrity to the highest degree. Note‑Taking Accommodations (5%) Hire, supervise, and manage note takers for all approved student requests; act as liaison between note taker and the recipient when there are missing notes or issues to troubleshoot. Prepare stipends or letters of recommendation for note takers. Notify note takers of payment procedures and facilitate alternate methods when necessary; in collaboration with Office Manager, work with payroll for stipend reimbursements. OAE Operations and Outreach (5%) Works collaboratively with OAE staff to ensure high‑quality reception services, appointment scheduling, referrals, and issue resolution within the department. Engages with students, parents, faculty, and staff professionally, maintaining sensitivity and confidentiality in all interactions. Supports new student registration and facilitates orientation for incoming students; represents OAE at university events and programs, including tabling events, resource fairs, and faculty/staff training sessions. Other duties as assigned (5%) General Guidelines Recommend initiatives and implement changes to improve quality and services. Identify and determine the cause of problems; develop and present recommendations for improvement of established processes and practices. Maintain contact with customers and solicit feedback for improved services. Maximize productivity through use of appropriate tools; plan training and performance initiatives. Research and develop resources that create a timely and efficient workflow. Prepare progress reports; inform the supervisor of project status and deviations from goals; ensure completeness, accuracy, and timeliness of all operational functions. Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred. Santa Clara University is committed to diversity and inclusion; therefore, it is vital all candidates demonstrate skills, knowledge, and awareness to serve the unique needs of our diverse campus community. Knowledge Familiarity with Sections 504 and 508 of the Rehabilitation Act of 1973, the Americans with Disabilities Act (ADA) of 1990, the ADA Amendments Act of 2008, and other applicable laws, current statutes, litigation and best practices pertaining to the provision of services to post‑secondary students with disabilities. Understanding and support of the Jesuit tradition of education and a commitment to the fundamental values of service to others, community, and diversity as well as a commitment to demonstrate skills, knowledge, and awareness to serve the unique needs of the diverse campus community. Skills Strong written and oral communication skills, with the ability to clearly articulate accommodation needs to students, faculty, and administrators. Demonstrate advanced problem‑solving, negotiation, and conflict resolution skills, particularly in navigating accommodation requests and compliance challenges. Competency in Microsoft Office, Google Suite, and database management systems, with the ability to track accommodations, generate reports, and manage confidential records. Strong interpersonal skills, with the ability to engage with students, faculty, and staff in a professional, sensitive, and supportive manner. Abilities Exercise independent judgment and discretion in reviewing documentation, determining reasonable accommodations, and advising students on self‑advocacy strategies. Efficiently multitask, manage competing priorities, and meet deadlines in a fast‑paced environment with frequent interruptions. Ability to encourage and motivate students and staff, and work effectively in a fast‑paced work environment. Maintain confidentiality and appropriately handle sensitive information, ensuring compliance with FERPA, HIPAA, and institutional privacy policies. Respond effectively to emergency situations, including crises related to student accommodations or accessibility barriers. Interpret and apply federal, state, and institutional policies, ensuring compliance and equitable access for students with disabilities. Advocate for students by collaborating with faculty, housing, and campus services to implement accommodations while balancing institutional policies. Ability to create programs that are responsive to a diverse and multicultural environment. Ability to deal with sensitive and challenging administrative and interpersonal issues in a positive, proactive manner. The ability for clear, cogent written and oral communication. Ability to advise students individually and in groups on complex student‑related matters; determine appropriate courses of action and proper techniques to utilize while engaged with individuals in personal interactions. Work autonomously and collaboratively to provide seamless accommodation services while contributing to the goals of the Office of Accessible Education. Education Bachelor's degree required or equivalent combination of education and experience. Years of Experience 3–5 years of professional experience in a student services‑related field required. 3–5 years in higher education disabilities services, Special Education, or Academic Context (K‑12, Higher Ed, educational startup) preferred. 3–5 years of relevant experience in learning theory, education/special education, higher education administration, college student personnel, counseling, social work, psychology or related field preferred. Physical Demands Considerable time is spent at a desk using a computer terminal. May be required to travel to other buildings on campus. May be required to attend conference and training sessions within the Bay Area or in‑or out‑of‑state locations. Work Environment Typical office environment. Mostly an indoor office environment. Offices with equipment noise. Offices with frequent interruptions. Telecommute Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states. EEO Statement Equal Opportunity/Notice of Nondiscrimination Santa Clara University is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, ethnicity, national origin, citizenship, ancestry, religion, age, sex, sexual orientation, gender, gender expression, gender identity, marital status, parental status, veteran or military status, physical or mental disability, medical conditions, pregnancy or related conditions, reproductive health decision making, or any other characteristic protected by federal, state, or local laws. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, please visit Clery Notice of Availability Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please visit the Campus Safety Services website. To request a paper copy please call Campus Safety at View phone number on click.appcast.io. The report includes the type of crime, venue, and number of occurrences. Americans with Disabilities Act Consistent with its obligations under the law, Santa Clara University will provide reasonable accommodations to applicants and employees with disabilities. Applicants who wish to request a reasonable accommodation for any part of the application or hiring process should contact the Department of Human Resources ADA Team at View email address on click.appcast.io or by phone at View phone number on click.appcast.io. Please note: This contact information is intended for accommodation requests only. Resumes or inquiries about application status sent to this inbox will not be reviewed or forwarded. For resumes or questions regarding application status, please contact View email address on click.appcast.io. #J-18808-Ljbffr