Administrative Access Coordinator

Overview

Administrative Access Coordinator (AAC) sought to make accessible and coordinate all operations related to the professor’s office and laboratory. The AAC will draft and execute high-level communication to internal and external collaborators, oversee calendar management with accessible invites and audio support, and manage operations of the professor’s team. The role includes analyzing, managing, and making accessible financial reports (grants, start-up, and discretionary accounts) and collaborating with the Bioengineering business management team on fiscal processing.

The AAC applies critical thinking to address accessibility challenges in the academic environment and beyond. Responsibilities include providing access and visual information, booking travel, and periodically attending conferences with the Assistant Professor. The AAC maintains continuous correspondence with students and collaborates on academic conference preparation, recruitment efforts for the research lab and office, and may contribute original content for external dissemination.

• Bachelor's degree required
• Excellent organizational skills and high attention to detail
• Punctual and responsive to a time-sensitive schedule; responsible and trustworthy
• Excellent communication and interpersonal skills; strong notetaker and attentive listener
• Ability to work well under pressure with strong multitasking and problem-solving abilities
• Financial and office management bookkeeping experience preferred
• Independent and efficient worker with strong project management skills
• Flexible, adaptive, and capable of high-level critical thinking to address accessibility challenges as they arise
• Commitment to maintaining finances and other university systems in an accessible manner

• Oversee projects related to the Assistant Professor's initiatives, including scheduling, attendance, project work, and resource planning
• Coordinate follow-up items to ensure roadblocks or holds are addressed in a timely manner
• Track progress on projects, tasks, and reporting obligations

• Manage and coordinate a high volume of demands for the Assistant Professor's time, prioritizing requests and resolving conflicts
• Respond quickly and diplomatically to schedule changes
• Synthesize information and leverage relationships to the advantage of the Assistant Professor
• Anticipate needs by independently providing backup and research materials to ensure preparedness for meetings, events, and speaking engagements

• Increase office accessibility through initiatives such as Braille labels and tactile calendars, and improve existing systems
• Create tactile representations of visual materials such as diagrams and figures
• Oversee office operations, including equipment inventory and procurement
• Hire, supervise, evaluate, and train student staff; onboarding and recruitment of Co-Op and graduate assistants

• Make travel arrangements, prepare itineraries, and conduct research to ensure preparation for events or meetings
• Process and track travel and expense vouchers
• Provide human guide support for travel accessibility

• Communicate on behalf of the Assistant Professor
• Advance and monitor progress on initiatives; identify and track assignments
• Review, revise, and summarize correspondence and briefs
• Create accurate and professional reports and presentations

• Meet regularly with the Assistant Professor to review current and future expenses and budget needs
• Monitor financials of grant and operational budget accounts
• Identify and resolve discrepancies with AP, Budget Office, and other partners through detailed financial analysis
• Process bill payments, budget reconciliations, and Concur reports; review of purchase and reimbursement requests
• Ensure accurate documentation, reporting, and compliance with procedures

• Provide access to visual information as needed, including verbally describing figures and reading inaccessible…