Student Conduct Coordinator

About the Role

The Student Conduct Coordinator serves as the administrative owner of the student conduct review process at Highlands College. This role ensures a fair, consistent, timely, and mission-aligned process by managing intake, triage, coordination of formal reviews, record-keeping, and outcome tracking. The Coordinator maintains appropriate separation of pastoral care, fact-finding, decision-making, appeals, and enforcement, and does not ordinarily serve as the pastoral caregiver, Lead Reviewer, or voting decision-maker in the same matter. Exceptional judgment, collaboration, organization, confidentiality, data accuracy, and detailed follow-through are essential.

Responsibilities

• Intake, Initial Assessment, and Triage
  • Receive, log, and preserve reports or complaints concerning possible student misconduct, including relevant attachments, communications, and available evidence.
  • Conduct an initial assessment of seriousness, reliability, available information, safety or welfare concerns, pattern indicators, and whether a fair and meaningful review is possible.
  • Identify and coordinate immediate notifications, supportive measures, interim measures, Security response, mandatory reporting, or crisis communication when appropriate.
  • Route matters to Level 0-1 coaching or formation, academic review, Security, another specialized College process, monitoring or closure, or the Level 2+ Formal Conduct Review process.
  • Document each classification and routing decision, including the factual basis, consultation, notifications, and final triage status.
  • Consult the direct report, Office of General Counsel, Security, Team Success, or other designated leaders when the concern presents elevated legal, safety, privacy, or institutional risk.
  • Maintain central tracking of lower-level concerns to identify repeated behavior, patterns, escalation, or non-participation.
  • Communicate process expectations clearly without promising confidentiality, a particular outcome, or initiation of a Formal Conduct Review.
• Formal Conduct Review Coordination
  • Provide prompt written notice to respondents and other required participants using approved templates and communication channels.
  • Assign a trained, neutral Lead Reviewer or Review Team from the designated reviewer pool based on training, availability, subject matter, and absence of conflicts of interest.
  • Complete and document conflict-of-interest screening for the Coordinator, reviewers, Honor Council members, appeal reviewers, and other process participants.
  • Coordinate Listening Sessions, interviews, meetings, evidence review, advisors, witnesses, transcription or note-taking support, and other administrative logistics.
  • Maintain a case calendar and monitor deadlines, communications, outstanding evidence, reviewer progress, and required process steps from intake through final resolution.
  • Ensure the respondent receives a meaningful opportunity to respond and identify relevant information or witnesses.
  • Coordinate serious academic misconduct referrals while preserving the Academics or Ministry Training pillar’s subject-matter assessment and academic consequence authority.
  • Review case documentation for completeness, factual clarity, neutrality, and readiness before submission to the Honor Council Review Panel.
  • Coordinate Honor Council Review Panel materials, meetings, written outcomes, and permitted appeal processes while maintaining clear separation of roles.
  • Document material process deviations and obtain required consultation when a deviation could affect fairness, safety, privacy, or a significant institutional outcome.
• Outcome Implementation, Accountability, and Case Closure
  • Communicate final written outcomes, requirements, restrictions, deadlines, appeal information, and consequences of noncompliance using approved templates.
  • Coordinate implementation and tracking of sanctions, remedies, corrective actions, no-contact instructions, probation terms, restrictions, restoration requirements, and reentry conditions.
  • Partner with the appropriate implementing teams, including Student Success, Character Formation, Spiritual Development, Residence Life, Security, Academics, Ministry Training, and institutional leadership.
  • Maintain the administrative distinction between sanction enforcement and pastoral care, discipleship, restoration, or reentry support.
  • Document completion, approved extensions, changes, noncompliance, escalation, and final administrative follow-through.
  • Coordinate institutional access, housing, academic, ministry, technology, activity, withdrawal, reenrollment, and return conditions when applicable.
  • Close case files only after the decision is final, appeal activity is complete, and all administrative requirements have been resolved or appropriately transferred.
  • Preserve records according to approved privacy, access, documentation, and retention requirements.
• Records, Data, Reporting, and Quality Improvement
  • Maintain complete, accurate, confidential, and audit-ready conduct records in the approved secure system with appropriate role-based access.
  • Keep conduct records appropriately separated from pastoral, counseling, medical, academic, and Security records.
  • Develop and maintain dashboards, reports, and leadership presentations related to conduct volume, classification, response times, case aging, outcomes, repeat concerns, completion, and other key performance indicators.
  • Analyze data to identify patterns, process bottlenecks, inconsistencies, emerging risks, training needs, and opportunities for earlier intervention or institutional improvement.
  • Provide accurate, timely, and appropriately de-identified information to the direct supervisor and designated institutional leaders.
  • Conduct routine case-file quality checks to identify missing documentation, delayed steps, inconsistent routing, or unresolved follow-through.
  • Maintain current forms, templates, checklists, communication tools, and process documentation in coordination with the supervisor and Office of General Counsel.
  • Support annual and post-case review of the Student Conduct Review Policy, internal procedure, and related training materials.
• Collaboration, Training, and Process Administration
  • Serve as the central point of coordination among students, reviewers, Honor Council members, faculty, Ministry Training, Character Formation, Spiritual Development, Residence Life, Security, Team Success, Legal, and senior leadership.
  • Participate in and help coordinate initial and periodic training for backup Coordinators, Lead Reviewers, Review Teams, Honor Council members, and Appeals Subcommittee members.
  • Promote consistent use of approved protocols addressing neutrality, conflicts, trauma-aware practices, credibility, evidence, documentation, privacy, retaliation, supportive measures, and HC’s formation model.
  • Provide proactive status updates, raise unresolved questions promptly, and seek direction when a matter exceeds delegated authority or presents significant risk.
  • Execute detailed direction from the Vice President of Excellence in Education & Compliance with accuracy, responsiveness, and disciplined follow-through.
  • Collaborate closely while maintaining clear ownership of assigned actions, deadlines, documentation, and process controls.
  • Identify and recommend practical, data-informed improvements that strengthen consistency, efficiency, student clarity, and process integrity.
  • Maintain professional boundaries and avoid serving in conflicting roles within the same matter.
• Other Duties
  • Provide administrative support as needed for seasonal projects and institutional priorities within Excellence in Education & Compliance and General Counsel.
  • Participate in ministry at Church of the Highlands and Highlands College by leading small groups.
  • Affirm and uphold the Statement of Faith and the Core Values and DNA of the College, exemplifying all by word and lifestyle.
  • Perform other related duties as assigned.
• Leadership Requirements
  • Function as a direct report to the Vice President of Excellence in Education & Compliance and maintain regular, transparent communication regarding priorities, progress, risks, and decisions requiring direction.
  • Lead the administrative execution of student conduct processes without serving as the default factfinder, pastoral caregiver, or voting decision-maker in the same matter.
  • Coordinate cross-functional work with clarity, appropriate urgency, diplomacy, and accountability.
  • Convey accurate information effectively while maintaining confidentiality, professionalism, and appropriate need-to-know boundaries.
  • Demonstrate sound judgment when administering sensitive, emotionally complex, or high-stakes student matters.
  • Balance speed with thoroughness and elevate concerns rather than allowing uncertainty, delay, or incomplete documentation to persist.
  • Support leadership with reliable data, concise analysis, defensible documentation, and actionable recommendations.

Qualifications

• Personal Characteristics
  • Demonstrates integrity, fairness, objectivity, emotional intelligence, and respect for the dignity of every person while upholding institutional standards.
  • Remains calm, neutral, and professional under pressure and manages difficult conversations without becoming defensive, reactive, or prematurely conclusive.
  • Exhibits exceptional organization, initiative, accountability, attention to detail, and follow-through across multiple cases and competing deadlines.
  • Values collaboration, direct feedback, clear expectations, continuous improvement, and shared accountability.
  • Exercises discretion and maintains appropriate professional boundaries in confidential and sensitive situations.
• Essential Traits
  • Analytical and detail-oriented thinking; notices inconsistencies in statements, records, data, and timelines.
  • Critical thinking and sound judgment; separates facts from assumptions and applies policy consistently without jumping to conclusions.
  • Objectivity, professional integrity, and rigorous confidentiality.
  • Clear, concise, structured written and verbal communication.
  • Exceptional case management, prioritization, documentation, and deadline control.
  • Collaborative problem-solving, adaptability, resilience, and reliable execution.
• Abilities & Skills
  • Professional written communication, formal notices, summaries, and leadership reporting.
  • Intake, triage, routing, case administration, and process follow-through.
  • Accurate documentation, evidence logging, records management, and confidentiality controls.
  • Meeting coordination, project management, workflow design, and deadline tracking.
  • Data analysis, dashboard development, trend identification, and presentation of findings.
  • Neutral questioning, active listening, and identification of gaps or contradictions.
  • Judgment, discretion, conflict screening, escalation, and risk-aware decision support.
• Knowledge
  • Proficiency with Monday.com, Microsoft 365, and related reporting, workflow, documentation, and presentation tools.
  • Knowledge of student conduct administration, case management, institutional policy, confidentiality, privacy, and records practices.
  • Working knowledge of Title IX principles, mandatory reporting, supportive measures, trauma-aware practices, and appropriate role separation.
  • Understanding of academic integrity referrals and the distinction between academic consequences and College-level institutional outcomes.