Case and Operations Manager, Office of Community Standards

Stanford University•Stanford, CA

64d•$100,023 - $108,537•Hybrid

About The Position

Stanford has an immediate opening for a new Case and Operations Manager to play a significant role in facilitating case management for the Office of Community Standards. The Office of Community Standards (OCS), a unit within the Dean of Students Office, oversees the student conduct process when there have been allegations of an honor code violation or a violation of the fundamental standard by an individual student or a student group for the entire student population campus wide. The mission of the Office of Community Standards is to promote the mutual responsibility of members of the Stanford community to uphold the Honor Code and Fundamental Standard. Through both policies and practices the office seeks to foster student development and learning. It plays a primary role in educating and training students, faculty and staff about their shared responsibility to maintain community standards. We are interested in candidates who have demonstrated experience engaging with diversity through activities such as fostering an inclusive environment, working with students from diverse backgrounds, or incorporating diverse perspectives in their work. The Case and Operations Manager should effectively facilitate Stanford's student conduct process by overseeing its case management and administration. This role will provide a range of complex operational, financial, and administrative support necessary to the facilitation of the student conduct process and operation of the Office of Community Standards. Under the direction of the Director of the Office of Community Standards, the Case and Operations Manager will perform a variety of duties as part of the student conduct process and work with campus offices and partners to support a culture of accountability and integrity at Stanford.

Requirements

Bachelor's degree and three years of relevant experience, or combination of education and relevant experience.
Demonstrated ability to prioritize own work and multi-task.
Demonstrated excellent organizational skills.
Demonstrated ability to take initiative and ownership of projects.
Ability to communicate effectively both orally and in writing.
Ability to routinely and independently exercise sound judgment in making decisions.
Demonstrated experience working independently and as part of a team.
Relevant subject matter knowledge.
Ability to direct the work of others, for jobs requiring supervision.
Constantly perform desk-based computer tasks.
Frequently stand/walk, sitting, grasp lightly/fine manipulation.
Occasionally use a telephone.
Rarely lift/carry/push/pull objects that weigh 11-20 pounds.
Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu.

Responsibilities

Independently implement, administer day-to-day activities of the unit, function or program by identifying and executing tasks and objectives, making recommendations that impact policies and programs, and assigning resources to achieve the goals of the program.
Student Conduct Process: Manage and triage initial case intake, assess student well-being, coordinate Hearing Panels, and ensure compliance with sanctions. Review and approve community service requests in line with OCS and university standards. Provide guidance and support for complex cases.
Dean's Certification and Disciplinary Checks: Collaborate with the Dean of Students Office to handle the Dean's Certification process and internal disciplinary checks. This includes reviewing waivers, performing disciplinary record checks, responding to subpoenas and FERPA requests, and ensuring confidentiality of such work. Additionally, develop and expand internal process guides.
Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.
Prepare reports and extract case statistics for meetings. Provide recommendations to the Director based on data analysis.
Oversee the OCS website in collaboration with OCS staff.
Review incident reports and relevant documents, brief the Director on significant issues, and manage weekly open case reports.
Create and refine case sanctioning reports for the Dean of Students, ensuring alignment with the Stanford Student Conduct Charter.
Run specialized reports to identify and analyze trends in the OCS process, providing context and summaries.
Cross-check reports on students in the OCS process with graduation applications to ensure sanctions are completed before graduation.
Analyze and interpret policies; develop, revise and implement procedures for program or function.
Provide guidance to OCS, VPSA staff, faculty, and others by analyzing and interpreting the Honor Code, Fundamental Standard, and related Stanford policies.
Represent the program or function as the key contact and subject matter expert within the department, unit or school. Commit resources and provide information and/or training. May also represent the program or function to external/internal stakeholders and constituencies.
Offer personalized consultations via phone and Zoom to community members considering filing a formal concern related to Stanford policies.
Act as the system database administrator for Maxient, the student conduct database software.
Organize and/or participate in outreach activities that may include developing communications and training, planning/promoting events and/or conferences.
Co-produce and operationalize OCS promotional outreach events, communication, and materials in collaboration with the OCS team. Conduct periodic training and information sessions with students, staff, and faculty.
May participate in development of budgets, monitor, and approve expenditures. May perform limited forecasting and provide recommendations that determine the budget.
Oversee office and travel purchases, manage reimbursements, and ensure compliance with financial policies.
Create purchase orders for regular expenses and collaborate with the finance admin to forecast the budget for office supplies and related costs.
Manage travel arrangements, team calendar, and room reservations for OCS staff, ensuring smooth logistics for meetings and conferences. Sponsor and manage OCS email and workgroups. Order meals for meetings.
Create and update incident reporting forms and letter templates, handle case file preparation and record-keeping, send formal communications, and track case statuses for closure.
Resolve scheduling conflicts among OCS staff, assist with staff and interview candidates' travel arrangements, and ensure compliance with university policies.
Other duties may also be assigned