Administrative Specialist

Administrative Specialist

The Equity, Civil Rights, Title IX office is seeking candidates for the position of Administrative Specialist. The University of Michigan, a world leader in the field of diversity, seeks a creative, innovative, and thoughtful person to join its Equity, Civil Rights and Title IX Office (ECRT). Candidates for this position must have the knowledge, skills, abilities, and experience needed to provide highly responsible and effective support in a leadership setting. Key skills include accuracy and attention to detail, the ability to problem-solve, consistent and effective follow-through on all matters, ability to input reports into a robust database and produce statistical reports, excellent customer service and diplomacy and the ability to review, and the ability to analyze and process sensitive matters in a discreet manner. The successful candidate will be working in a fast-paced environment with ever-changing priorities and must be adaptable, able to work under pressure to meet deadlines, and able to develop relationships across the campus as needed to support a collaborative environment. This position will work alongside Intake & Supportive Measures Specialists and the Director for Intake & Support. The successful candidate will join a strong community of collaborators who value and support this work as we look to expand and evolve in critical ways. Under FLSA, this is the exempt job classification for this title. Incumbents in this position must meet the full criteria for exempt status: salary level, salary basis, and duties tests.

Responsibilities*

Essential:

Percentage: 75% (Case Triaging and Data Management)

• Independently manages high-volume reports and inquiries to ECRT including reviewing, analyzing and logging reports from ECRT's webform, phone calls, inquiries, and any correspondence ECRT receives.
• Analyzes incoming reports and inquiries against ECRT's scope of work and relevant federal and state civil rights laws and regulations.
• Determines appropriate ECRT team/staff members for case assignments, applying internal processes to distribute case assignments accurately and evenly among ECRT staff.
• Routinely identifies community resources or appropriate offices to assist when reported concerns do not fall within ECRT's purview and responds in a trauma informed manner, including researching and providing specific referrals to community partners.
• Evaluates each report to independently determine whether the case meets escalation criteria and if additional reporting to other offices is required by law, policy or regulation.
• Coordinates assignment of incoming case work amongst the Intake & Support, Sex and Gender-Based Misconduct (SGBM), Civil Rights, Prevention Education, Assistance and Response (PEAR) and Disability Equity teams.
• Monitors incoming reports and requests pending direction from ECRT leadership team, and follows up to ensure a timely response.
• Maintains highly sensitive information with discretion and good judgment to maintain privacy in compliance with all applicable laws (Title IX, Title VII, Title VI, ADA, etc.).

Percentage: 15% (Vetting Checks)

• Responds to all vetting check requests, internal and external, in a timely manner including large volume requests.
• Interprets and analyzes historical case records across multiple data bases and determines what information is appropriate to share in response to internal background checks.

Percentage: 5% (Database Design and Reporting)

• Provides support and collaboration on ECRT's internal data management system, CaseIQ, including collaborating in the design, modeling, and building of data structures, and data mapping routines to support the data and reporting requirements for all areas of the office.
• Assists with scheduled and ad hoc reports with qualitative and/or quantitative analysis for stakeholders.
• Assists with ECRT's database including user management, changing configurations, and internal broadcasting of reports.
• Assists with creating and maintaining procedural documentation for ECRT's database and Data team.

Percentage: 5% (Administrative Support)

• Provides support to the Intake & Supportive Measures Specialists including data entry when needed to capture relevant case details and provide scheduling support, as requested.
• Assist with case audits.

Required Qualifications*

• Bachelor's degree or an equivalent combination of education and experience with at least two years' experience doing similar data management work in a highly complex data management system with a proven ability to manage highly sensitive information with professionalism, sensitivity and privacy.
• Demonstrated ability to work effectively with staff, faculty, students and external parties from diverse backgrounds.
• Must be able to take direction from several different people and have proven ability to prioritize tasks with conflicting deadlines, handle frequent interruptions and meet deadlines.
• Must have excellent organization skills, accuracy and attention to detail.
• Demonstrated ability to set priorities and balance multiple projects with high-level accuracy in a deadline driven, fast-paced environment while providing high quality customer service, as well as work independently.
• Excellent oral and written communication skills and demonstrated editing, proofing and writing experience. Ability to write clear and concise correspondence; ability to interact effectively with various stakeholders.
• Ability to work outside of regular business hours on occasion, if needed.

Skills You Have

Other helpful skills you may have:

• Knowledge of University business and operations.
• Experience working in the area of sexual misconduct, and/or civil rights compliance.
• Experience working in a university environment preferred.
• Considerable experience handling sensitive and confidential information.

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes . We work in a hybrid office with an expectation of at least (3) three days in-person.

U-M EEO Statement

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.