Case and Informal Resolution Specialist (Internal Applicants Only)

Case and Informal Resolution Specialist (Internal Applicants Only)

Virginia Commonwealth University's Department of Equity and Access Services is seeking to hire a Case and Informal Resolution Specialist.

Equity and Access Services (EAS) advances VCU's commitment to the success and wellbeing of faculty, staff, students, patients, and surrounding communities. From its work in the areas of civil rights, access, and equal opportunity and outreach support, EAS translates civil rights policies into practice, and delivers impactful and data-informed strategies, promoting equal opportunity and access for all.

The Case and Informal Resolution Specialist is part of the Civil Rights Investigations team in EAS in the Equal Opportunity team. The purpose of this position is to support the compliance mandate of the office, which includes informal resolutions, administrative investigations, and all resolution processes for all complaints of alleged discrimination and/or harassment at VCU. The Case and Informal Resolution Specialist serves as the initial point of contact for all discrimination and harassment complaints and is responsible for all triage, intake meetings, and initial case management. The Case and Informal Resolution Specialist works with reporting parties during Intake and follow-up. For external federal and state investigations, the Case and Informal Resolution Specialist is responsible for conducting document and information searches, providing support in organizing case files, and preparing chronologies and correspondence.

The Case and Informal Resolution Specialist, in close coordination with the investigators, will also assist in the delivery, maintenance, and tracking of civil rights training materials. The Case and Informal Resolution Specialist will manage case creation, conduct initial outreach, and meet with individuals who have experienced prohibited conduct and assist in connecting them with University resources, supportive measures, and resolution options. The position also requires the ability to outreach to individuals who are identified as Respondents in an Investigation or informal resolution and assist with connecting them with University resources and supportive measures. They will assist with implementing informal resolution processes and protocols for complaints under the University's non-discrimination policies. The Case and Informal Resolution Specialist will conduct informal resolution procedures, rooted in a restorative-practices approach, while navigating sensitive negotiated and facilitated dialogue between involved parties.

Duties & Responsibilities:

55% - General Case Management

Conduct intake and preliminary inquiries with complainants to assess concerns, determine applicable policies, recommend solutions, and provide resources for individuals and the university community; triage, process, and maintain cases in case management system; identify civil rights issues for EAS investigation and coordinate with partner offices to refer other matters; provide resource referrals to students and employees involved in intakes or investigations; draft case-related summaries and correspondence; schedule and coordinate meetings; assist AVP and investigators with maintaining internal case data and metrics. Maintain compliance with established policies and deadlines. Ensure internal case documentation is complete and case files are organized and stored properly.

15% Informal Resolution Development and Practice

Identify incoming reports as possible informal resolution cases, and present possibility for informal resolution to case parties. Manage and facilitate informal resolution procedures, while navigating sensitive dialogue between involved parties and finalizing the informal resolution agreement or referring the matter to investigations if needed. Develop informal resolution SOP's, which may include but are not limited to: conflict resolution, mediation, restorative justice, facilitated conversations, counseling, training and/or educational conversations or projects. Partner with Title IX Informal Resolution SME to identify and implement best practices and consistency between partner offices under EAS.

5% - Support for External Investigations

Assist with timely response to external investigations and data requests, by coordinating with EAS team members and other offices to conduct file/document searches, collecting and assessing responsive information and data, preparing chronologies and correspondence, and drafting case summaries and other documents, as needed. Also ensure case documentation is complete and case files are organized. Serve as a liaison between the office, other campus departments, and external investigators, as needed for case-related collaboration or outreach.

15% - Training and Support for Other EAS and University Matters

Assist with prevention training through delivery, communications, and tracking completion. Create, curate, and assist with outreach efforts about reporting and resources. Update and maintain database detailing development in federal and state civil rights legislation, case law, and trends. Work with SMEs to identify needs, create, and deploy training on non-discrimination topics using VCU training platforms (e.g. Talent). Work with internal team and external stakeholders to assess needs, initiate, develop, deliver, coordinate, and implement ethics/compliance training, communication content, and channels.

5% - Coordinates Compliance Reviews and Supports Data Tracking

Monitor activities on behalf of the office as well as work with management and other liaisons to implement changes and develop self assessments and response plans. Based on risk assessment results and guidance from the supervisor or others, plan and perform compliance reviews, provide reports, and follow up on progress. Support the preparation of office assessments, including data collection, tracking trends, and creating visual summaries of case-related statistics. This includes assisting with the end of year report data collection.

5% - Other duties as assigned

This includes research into process improvements, standards of operation, and other reflections on the way we use our work tools to improve compliance monitoring and risk mitigation.

Minimum Qualifications:

• Bachelor's degree from an accredited institution in a field related to the primary duties and responsibilities of the position, or an associate degree plus two (2) years of related experience, or four (4) years of related experience.
• Knowledge of Title IX, Clery Act, VAWA, FERPA, Equal Employment Opportunity (EEO), the Americans with Disabilities Act, and other applicable federal and state civil rights and employment laws, regulations, and court decisions.
• Demonstrated knowledge of procedures related to student conduct, residential housing, discrimination, harassment, and retaliation in a higher education setting.
• Ability to handle highly sensitive and confidential information appropriately.
• Strong and effective interpersonal skills, with the ability to establish rapport with a diverse range of university community members.
• Exceptional organization skills, including the ability to coordinate a significant caseload.
• Attention to detail.
• Ability to organize, index, and track records to further compliance with regulatory deadlines.
• Thorough knowledge of office systems to organize information, such as Google Sheets, Word, Excel, PowerPoint, Adobe, and Zoom.
• Capability of handling multiple work priorities.
• Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Preferred Qualifications:

• Master's degree or other advanced degree in a field related to the primary duties and responsibilities of the position.
• Experience working in a higher education environment.
• Demonstrated experience or familiarity with Title IX, Clery Act, VAWA, FERPA, EEO, the Americans with Disabilities Act, and other applicable federal and state civil rights and employment laws, regulations, and court decisions.
• Demonstrated experience with building rapport with students and ability to be objective and neutral in informal resolution processes.
• Proficiency with Maxient or other case management software.

Salary Range: $55,000 - $70,000

Benefits: All full-time university staff are eligible for VCU's robust benefits package that includes comprehensive health benefits, paid annual and holiday leave, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.

FLSA Exemption Status: Exempt

Hours per Week: 40

Restricted Position: No

ORP Eligible: No

Flexible Work Arrangement: Hybrid

University Job Title: 25231N - Specialist LG 1

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer