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

About the role

The Case & Operations Manager, under the supervision of the Executive Director, is responsible for the intake, management, and assignment of all reports related to possible policy and procedure violations handled by the Office of Institutional Equity (OIE). This role coordinates case-specific supportive measures, accommodations, and resource referrals, as well as the logistics of matters involving formal hearings. The position maintains accurate physical and digital case records, works independently and confidentially, and collaborates with the Executive Director and team to develop training and outreach on Civil Rights and Title IX compliance. The Case & Operations Manager serves as a liaison between OIE and campus partners, including students, employees, Human Resources, Residence Life & Housing, Dean of Students, and University Police, while providing back-office support.

This position generally works regular business hours but may require flexibility to work nights and weekends as needed to respond to reports.

Responsibilities

• Reviews reports to OIE and sends communications per standard operating procedures.
• Collaborates with the OIE team to coordinate outreach and ongoing communication with Claimants, Respondents, and Witnesses.
• Manages complex case workflows using the Maxient confidential online database, including entering intake information, updating records, organizing documentation, and monitoring case statuses.
• Provides logistical support for hearings, including scheduling witnesses and operating the virtual hearing space.
• Communicates effectively with all parties in compliance with FERPA and other employment-related privacy laws.
• Maintains knowledge of university policies, procedures, and protocols within OIE and manages all OIE policies.
• Collaborates with the Dean of Students, Safe Office, Deacon Health, CLASS, and other offices to provide holistic services for student-related cases.
• Reviews interview transcripts and makes appropriate redactions.
• Collects and analyzes data on intake and accommodations, identifies trends, prepares reports, and develops outreach strategies.
• Responds to inquiries about prevention programming, policies, and procedures, making referrals as appropriate.
• Manages contracts for third-party vendors, including reconciling invoice payments.
• Ensures effective office operations by maintaining supplies and equipment functionality.
• Provides financial support by 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.
• Participates in special projects and may serve on University committees as assigned.
• Assists with coordination of meetings, training workshops, and travel arrangements.
• Serves as a member of the University-level Maxient Database operational team.
• Performs other duties as assigned.

Requirements

• Bachelor’s degree with three years of relevant professional experience (Human Services degree preferred).
• Strong interpersonal and communication skills.
• Proficiency with Microsoft Office, Google Workspace, and Adobe Acrobat.
• Well-organized, detail-oriented, efficient, proactive, and able to plan ahead.
• Ability to coordinate multiple projects in a timely manner.
• Sensitivity and awareness when interacting with a diverse community on sensitive topics.
• Ability to produce high-quality written work.
• Ability to establish credibility with faculty, staff, students, law enforcement, and others.
• Demonstrated sensitivity and respect for individual needs.
• Ability to work efficiently with little to no supervision.

Preferred Qualifications

• Proficiency with the Maxient case management system.
• Proficiency with Workday or similar financial and HR management systems.
• Experience in discrimination, harassment, retaliation, and civil rights protections.
• Experience with Title VI, Title VII, Title IX, and campus sexual violence.
• Experience in a higher education environment.
• Master’s degree in sociology, social work, or a related field.
• Experience with programming, education, or training initiatives.
• Experience managing or assisting individuals in crisis.

Physical Requirements

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

Schedule

Full time. Regular business hours with occasional nights and weekends as needed.