Coordinator of Operations and Case Management (Internal Employment Opportunity)

This is an Internal Employment Opportunity

Student Conduct & Community Standards is seeking a Coordinator of Operations and Case Management. This is a full-time (1.00 FTE), 12-month, professional faculty position.

Student Conduct & Community Standards (SCCS) serves the Oregon State University (OSU) community by collaboratively creating and maintaining safe, successful, and inclusive living, learning, and working environment. SCCS upholds the unique mission and values of OSU through teaching, interpreting, and implementing the Oregon State University Code of Student Conduct (Code). SCCS strives to advance the principles of social, procedural, transformative, and restorative justice through the design and implementation of proactive conduct related services and programs, educationally focused interventions, fact-finding investigations, equitable student conduct systems and process and, when appropriate, the assignment of developmentally appropriate sanctions.

The SCCS Coordinator of Operations and Case Management (COCM) provides administrative and operational support to the Assistant Dean of Students- Director of SCCS (ADOS- -Director of SCCS), conducts administrative conferences and contributes to SCCS’s educational mission through management of case processes, and review of students’ submitted sanctions. The COCM coordinates workflow, project management to ensure the goals and objectives of the office of Student Conduct and Community Standards, the Office Dean of Students and the priorities of the Division of Student Affairs are met

The COCM manages the ADOS-Director of SCCS calendar using independent judgment to prioritize scheduling of meetings and project completion. The COCM serves as the ADOS-Director of SCCS liaison and balances the conflicting needs of individuals, projects, and outreach and engagement efforts by serving as the gatekeeper and gateway to creating positive pathways for internal and external constitutes that are seeking the ADOS-Director of SCCS assistance.

The COCM determines the appropriate course of action, referral, or response to inquiries (office email, phone, correspondences). The COCM assists in the development and implementation of SCCS policies and procedures and provides a bridge for the smooth communication and interpretation of these policies and procedures with students, parents, faculty, staff, community partners, and the general public.

30% HEARING OFFICER

• Investigates, adjudicates, and resolves reported violations of the Code for students to ensure compliance.
• Accepts and reviews incident reports as assigned by the ADOS-SCCS Director or their designee.
• Compiles and organizes information for case development and arranges meetings with appropriate individuals as needed.
• Prepares notice of allegations and other written communications deemed appropriate in each case; tracks and ensures students respond to these communications by sending follow up notices and initiating registration holds when necessary.
• Facilitates administrative conferences and committee hearings with those students alleged to have violated the Code, utilizing the procedures outlined in the Code.
• Assigns appropriate sanctions for those students or student organizations found responsible for a violation of the Code.
• Utilizes the conduct database system to create, maintain, and close conduct files.-In collaboration with SCCS staff, participates in regular annual monitoring and assessment of the Code, the conduct process, educational sanctions, internal standard operating procedures.

15% CASE MANAGEMENT

• Oversees the review of electronic incident reports, confidential law enforcement logs, identification of potential code of conduct violations within the department’s jurisdiction, and creation of cases within the department’s case management system.
• Composes, edits, and sends written or electronic correspondences to students and student organizations on behalf of the ADOS-Director of SCCS.
• Tracks and ensures responses to correspondences by sending follow up notices and initiating registration holds on student records.
• Monitors and maintains internal procedures for case assignment, investigation timelines, and case flow from the Office of Equal Opportunity and Access and University Housing and Dining Services on behalf of the ADOS-Director of SCCS.
• Serves as a liaison with staff to communicate the ADOS-Director of SCCS expectations of department’s overall case flow and timelines.

15% ADMINISTRATIVE SUPPORT

• Oversees the scheduling and logistics of administrative conferences, administrative suspension preliminary hearings, Title IX and non-Title IX conferences on behalf of the ADOS-Director of SCCS.
• Prepares and distributes meeting minutes, tracks action items for committees and workgroups the ADOS-Director of SCCS facilitates and attends, composes and edits correspondences, researches, compiles and prepares statistical reports.

10% DIRECTOR’S LIAISON

• Serves as an initial contact for students, parents, staff, faculty, and the public by phone, in person, and email; provides resources, consultation and subject matter expertise regarding policies, procedures, and processes related to student conduct and community standards.
• Makes situation-appropriate referrals for students, parents, staff, faculty, and public.
• Manages the ADOS-Director of SCCS’s schedule for presentations, consultations, committees, workgroups, and other meetings and will assist the ADOS-SCCS Director in preparing for these functions.

10% RECORDS MANAGEMENT

• Serves as the office administrator for the student conduct confidential data management system in coordination with partnering offices.
• Drafts statistical term and annual reports using data gathered from the data management system.
• Oversees the creation of all student conduct files and manages the retention and disposition of these confidential files in accordance with University policy, Oregon State Police regulations and Oregon Administrative Rules.
• On behalf of the ADOS-Director of SCCS, communicates with and responds to requests for restricted information or security background checks on currently and previously enrolled students.
• On behalf of the ADOS-SCCS Director, reviews and responds to requests for disciplinary records of current and prior students and provides University disciplinary record checks on students for probation status for prospective employers, OSU, and other colleges/universities.

10% OFFICE
Provides project management and logistical support for the ongoing assessment, development, and implementation of efficient office procedures and systems.

• Supports the management of the department general email account (SCCS@oregonstate.edu).
• Recruit, hire, train and supervise, the SCCS Student Administrative Support Assistant
• Maintains a restricted electronic database that contains written office protocols and policies.
• Maintains a confidential electronic database for office personnel.
• Serves as the gatekeeper for permissions to access the department’s restricted and confidential databases.
• Monitors and maintains project management work plans for departmental, divisional and university projects and assignments.

10% FISCAL OPERATIONS

• Supports the ADOS-Director of SCCS in the development and oversight of the department’s budget and gathers data to support fiscal requests for operating, personnel, and special projects.
• Serves as primary liaison for SCCS office with the Business Center.
• Possesses signature authority for departmental purchases, is responsible for processing invoices related to departmental purchases, and serves as the purchasing card custodian.
• Audits expenditures and disposes of financial records according to University retention and disposal rules.
• Manages and processes all departmental travel arrangements and reimbursements through Concur and business office.

Typical office hours are Monday-Friday; 8AM -5PM.