Case & Operations Manager, Office of Institutional Equity (OIE)

Case & Operations Manager

Under the supervision of the Executive Director, the Case & Operations Manager is responsible for the intake, management, and where appropriate, assignment of all reports related to possible policy and procedure violations handled by OIE. The Case & Operations Manager is responsible for the coordination of case-specific supportive measures, accommodations, and resource referrals as well as the coordination and logistics of matters that involve formal hearings. In addition to maintaining accurate and complete physical and digital case records/notes, the Case & Operations Manager must demonstrate the ability to work independently, confidentially, and sensitively. In coordination with the Executive Director and members of the team, the Case & Operations Manager works to develop training and outreach within the sphere of Civil Rights and Title IX compliance to the university community. The Case & Operations Manager also serves as a liaison between the Office of Institutional Equity and other members on campus including, but not limited to students, employees, Human Resources, Residence Life & Housing, Dean of Students, Deacon One, Clery Office and University Police. The Case & Operations Manager provides back office support to the team. This position generally works regular business hours but occasionally requires the flexibility, ability, and willingness to work nights and weekends as necessary to respond to reports received.

Essential Functions:

• Reviews reports to OIE and sends communications per standard operating procedures.
• Collaborates with the OIE team to coordinate outreach and ongoing communication associated with reports inclusive of Claimants, Respondents, and Witnesses.
• Responsible for complex case management using a confidential online database (Maxient) including entering initial case intake information, updating, organizing and ensuring necessary case documentation and monitoring case statuses.
• Provides logistical support for hearings, including scheduling witnesses and operating the virtual hearing space.
• Communicates effectively with all persons in compliance with the Family Educational Rights and Privacy Act (FERPA) and other employment-related privacy laws.
• Provides knowledge and understanding of various university policies, procedures, and protocols within OIE.
• Responsible for the maintenance and management of all OIE policies.
• Collaborates closely with the Dean of Students, Safe Office, Deacon Health, CLASS, and other appropriate offices to provide a holistic and comprehensive approach to services for student-related cases.
• Responsible for reviewing all interview transcripts and making appropriate redactions.
• Collects and analyzes data in regard to intake and accommodations, identifies and assesses trends, prepares reports, and develops strategies for future communication and outreach.
• Responds to inquiries from staff, students, faculty and others regarding prevention programming, policies and procedures, making referrals as appropriate.
• Responsible for contract maintenance of all third party vendors, including reconciling invoice payments.
• Ensures effective office operations through maintaining supplies inventory and functionality of equipment.
• Provides financial support through reconciling payments and monitoring the department budget through Workday.
• Prepares and modifies documents including case information, exhibits, correspondence, reports, drafts and emails.
• Prepares and maintains annual reports for the Executive Director.
• Other duties as assigned.

Other Functions:

• Participates in special projects and may serve on various University committees as assigned.
• May assist with the coordination of meetings, training workshops, and travel arrangements.
• Serves as a member of the University level Maxient Database operational team.

Required Education, Knowledge, Skills, Abilities:

• Bachelor's degree with three years of experience or equivalent of professional experience. Human Services degree preferred.
• Strong & effective interpersonal communication skills.
• Demonstrated proficiency with Microsoft Office programs, Google Workspace, and Adobe Acrobat.
• Well-organized, detail-oriented, efficient, proactive, and ability to plan ahead.
• Demonstrated ability to successfully coordinate multiple projects in a timely manner.
• Experience in, and awareness of, the sensitivity required when interacting with a diverse community in an office that handles sensitive topics.
• Ability to produce high quality written work.
• Ability to establish credibility with a broad range of constituents, including faculty and staff, students, law enforcement officers, and others.
• Demonstrated sensitivity to and respect for individual needs.
• Ability to work efficiently and in a timely manner with little to no supervision.

Preferred Education, Knowledge, Skills, Abilities:

• Demonstrated proficiency with Maxient case management system.
• Demonstrated proficiency with Workday or similar financial and human resource management system.
• Experience working in the areas of discrimination, harassment, and retaliation as it relates to civil rights and related protections.
• Experience working in the areas of Title VI, Title VII, Title IX and campus sexual violence.
• Experience in a higher education environment.
• Master's degree in sociology, social work, or other relevant areas.
• Experience with programming and education/training initiatives.
• Experience with managing/assisting individuals in crisis.

Accountabilities:

• Responsible for own work.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.

*This position is not eligible for sponsorship of non-immigrant or immigrant visa status through Wake Forest University. All eligible applicants are encouraged to apply.