Program Coordinator, Office of Title IX

Position Title:

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Program Coordinator, Office of Title IX

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Position Type:

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Regular

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Salary Range:

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$24.16 per hr - $27.78 per hr. commensurate with experience

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Pay Frequency:

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Hourly

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Essential Duties and Responsibilities

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Oversee the administration of Title IX-related employee training (45%)

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Manage ongoing online training administration

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  Monitor incoming requests for training via the department email and sign-up form.

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  Create accounts on the online training platform for new employees.

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  Troubleshoot technical issues which arise and refer to the platform's customer support as appropriate.

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  Maintain a working relationship with the online training platform account manager on behalf of University stakeholders (including the Office of Student Life and Graduate administrators)

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  Stay up-to-date with platform and course updates and communicate with other University stakeholders as appropriate.

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Coordinate periodic live training offerings

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  Collaborate with the Director and training facilitators to organize live (in-person or virtual) workshops.

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  Promote upcoming offerings via the Title IX webpage, faculty and staff email list-servs, and targeted outreach to employees/departments with training due.

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  Manage reservations for upcoming sessions using the event booking system (LiveWhale) and Google Calendar.

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  Collaborate with the Title IX Administrative Assistant to arrange facilities and catering (when applicable) for in-person events.

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  Attend live trainings to monitor attendance and respond to logistical questions or issues that may arise.

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Monitor Univesity-wide AB 1825 compliance

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  Maintain accurate records by regularly uploading employee training completion data to the University's ERP system (Workday).

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  In collaboration with Human Resources, prepare reports and dashboards for the department and University stakeholders related to training compliance.

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  Conduct targeted outreach to employees due to renew their training requirement.

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Assist with the administration of Title IX-related student training (5%)

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Assist with technical support for Undergraduate online training

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Supervise Graduate online training administration by department leads

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  Onboard new and returning training administrators by providing instructions on how to assign training and run reports, updating them on any recent changes to the online training platform.

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  Assist graduate training administrators with technical issues as needed and refer to the platform's customer support as appropriate.

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Coordinate annual training for Equity Hearing Panel pool members (10%)

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Coordinate live training offerings

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  Collaborate with the Director and training facilitators to organize live (in-person or virtual) workshops.

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  Collaborate with the Director to send communications to the Equity Hearing Panel pool regarding upcoming sessions, recaps of previous sessions, and availability of resources and materials for review.

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  Manage reservations for upcoming sessions using Google Calendar.

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  Collaborate with the Title IX Administrative Assistant to arrange facilities and catering (when applicable) for in-person events.

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Monitor training compliance

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  Collaborate with our certifying body (ATIXA) to maintain accurate records of training attendance and EHP members in good standing.

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  Register members of the Equity Hearing Panel pool for additional online training as needed.

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Serve as the lead facilitator for live and administrative hearing logistics (20%)

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Act as communications-lead for hearing logistics

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  Send notice and reminders of hearing dates, times, and locations for proceedings, as well as pre-hearing instructions.

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  Act as a neutral conduit between decision-makers, parties, and the Office to ensure questions and concerns about the proceedings are addressed by the appropriate party.

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Oversee distribution of hearing materials to participants

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• Collaborate with the Title IX administrative assistant to distribute physical and/or electronic copies of hearing materials (including investigation-related documents, instructions, resources, etc.) to participants, including parties, advisors, and decision-makers.
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Coordinate scheduling of proceedings and pre-hearing meetings

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• Collaborate with the Title IX administrative assistant to work with all participants and find mutually agreeable dates/times to schedule proceedings.
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Arrange space for proceedings and ensure smooth flow of participants between spaces.

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  For in-person proceedings, collaborate with the Title IX administrative assistant to arrange facilities for hearing proceedings and deliberations, as well as waiting rooms for each party. During the hearing, work with other members of the Title IX team to escort parties to/from the hearing space and waiting rooms.

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  For virtual proceedings, configure a Zoom meeting with breakout rooms for hearing proceedings and deliberations, as well as waiting rooms for each party. During the hearing, work with other members of the Title IX team to manage seamless movement between breakout rooms for hearing participants.

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Ensure that recording and virtual conferencing technology works as intended

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  For in-person proceedings, collaborate with IT to ensure that video and sound capture technology in the hearing space works as intended during proceedings.

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  For virtual proceedings, before each hearing, conduct tech-check calls with each party involved in the proceedings, including parties, advisors, and decision-makers to ensure a smooth experience during proceedings.

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Oversee transcription and distribution of transcripts to decision-makers

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Work on specialized projects that support the Title IX team (15%)

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  Participate in departmental and other campus meetings as invited

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  Participate in the development, documentation, and analysis of new or revised programs, systems, procedures, and methods of operation

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  Research topics and compile information for the Title IX team

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  Prepare as requested presentation materials (e.g., charts, PowerPoint slides, etc.)

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Other Duties as Assigned (5%)

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Provides Work Direction

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Hire, train, supervise, and evaluate 1 to 2 student employees per year

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Qualifications

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Knowledge

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  Ability to learn and understand the basic terminology, laws, regulations, rules, policies, and procedures governing the assigned activities relevant to the Office of Equal Opportunity and Title IX.

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  Commitment to understand and support Santa Clara University's distinctive Jesuit tradition and educational vision and willingness to model institutional values of service to others, community, and diversity.

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  Santa Clara is committed to Inclusive Excellence, therefore it is vital that all candidates seeking employment be committed to and demonstrate skills, knowledge, and awareness to serve the unique needs of our diverse campus population.

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  Knowledge and experience of general report writing, including preparation of charts, graphs, and tables.

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Skills

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  Excellent interpersonal and communication (written and verbal) skills, including the ability to write concisely and communicate effectively with diverse parties including students, faculty, staff, parents/guardians, attorneys, and others not affiliated with the university

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  Excellent organizational skills

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  Ability to manage and prioritize multiple projects and tasks

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  Impeccable spelling, punctuation, and knowledge of grammar

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  Heightened attention to detail

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  Comfort and fluency with learning new technology, particularly virtual conferencing (Zoom or similar), ERP/data management systems (Workday or similar), spreadsheet software (Excel, Google Sheets), document publishing software (Adobe Suite or similar), and website content management systems (TerminalFour or similar).

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Abilities

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  A team-oriented, customer service mindset, ready and willing to assist others.

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  Initiative, creativity, judgment, and the ability to handle multiple assignments, set priorities, and meet deadlines sometimes under time constraints

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  Ability to establish and maintain effective and harmonious working relationships with others in a diverse campus community

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  Ability to deal appropriately with confidential and highly sensitive information with discretion and to exercise sound judgment

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  Flexibility, dependability, helpfulness, and positivity

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  Ability to work independently and collaboratively

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  Willingness to take direction and humility to accept suggestions for improvement. sound judgment about when to consult others before proceeding

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Education

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• Bachelor's degree preferred
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Years of Experience

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• Minimum 3 years of experience in related field
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Physical Demand

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  The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

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  Considerable time is spent at a desk using a computer terminal

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  May be required to travel to other buildings on the campus

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  May be required to attend conference and training sessions within Bay Area locations

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Work Environment

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  The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

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  Office which handles sensitive, confidential and detailed information involving allegations of discrimination, harassment, sexual harassment, and sexual violence involving students, faculty and staff

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  Typical indoor office environment with windows and equipment noise

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  Office with frequent interruptions

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EEO Statement

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Equal Opportunity/Notice of Nondiscrimination

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Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/

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Title IX of the Education Amendments of 1972

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Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. The Title IX Coordinator and Section 504 and ADA Coordinator is Jenna Elliott, Interim Director of Equal Opportunity and Title IX, 408-551-3043, jrelliot@scu.edu , www.scu.edu/title-ix. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).

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Clery Notice of Availability

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Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

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Americans with Disabilities Act

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Santa Clara University affirms its' commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu.

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Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.