Hearing, Appeals, and Project Specialist

University of Washington Medical Center•Seattle, WA

13d•$70,308 - $90,000

About The Position

The Civil Rights Compliance Office (CRC) is seeking a Hearing, Appeals, and Project Specialist to provide essential operational and project support to the Hearing Officer, Appeals Officer, and CRC teams. Reporting to the Hearing Officer, this position supports administration of student and employee conduct hearings under the Administrative Procedures Act and University policy, including complex and sensitive Title IX matters. It helps ensure procedural requirements are met and serves as a primary contact and communication conduit for participants. The position also supports employee appeals under Executive Order 81 and manages projects involving records and records management, reporting, data identification and analysis, processes and workflows, and other complex initiatives. Project oversight may be provided by other CRC leadership as appropriate. The role is divided between hearing and appeals operations (70%) and CRC project management (30%). It manages hearing and appeal processes, communications, scheduling, records, case management, technology, and process improvement. It also plans and executes projects, including mapping and revising University processes and practices and carrying out recommendations from audits and reviews. Compliance and Risk Services serves the University and its community through enterprise-wide compliance and risk-management leadership and expertise. CRC is responsible for compliance with civil rights laws and University policy, including laws prohibiting discrimination based on protected characteristics.

Requirements

Bachelor’s degree and at least three years of demonstrated success working in a complex environment; equivalent education and/or experience may substitute where permitted.
Ability to exercise independent judgment, critical thinking, and discretion when handling important communications and materials.
Demonstrated experience composing documents, including emails, letters, reports, memorandums, and other correspondence.
Ability to interact tactfully and helpfully, remain calm in stressful situations, and maintain neutrality.
Ability to communicate clearly and adapt communication styles and approaches to the work and audience.
Ability to proofread for grammar and accuracy and edit for clarity.
Ability to independently manage tasks, capacity, and workload; track responsibilities supporting multiple teams; and accurately assess and communicate work capacity.
Excellent working knowledge of Microsoft Office Suite, including Outlook, Word, and Excel, and Adobe Acrobat.
Ability to quickly learn and adapt to new workflows, processes, and systems.
Initiative and problem-solving skills, including attempting to resolve issues and escalating them as appropriate.
Strong organizational skills and efficient work habits.

Responsibilities

Manage day-to-day operations for hearings and proceedings, as well as operations required for employee appeals under Executive Order 81 and related procedures.
Develop administrative systems, document processes, and create and update standard operating procedures for case management.
Develop and assess operational metrics, evaluate processes and protocols, and lead process-improvement efforts.
Work with the Hearing Officer to plan, organize, manage, and monitor individual Title IX and other conduct cases and the overall conduct process.
Plan and manage hearing schedules and related procedural steps.
Lead communications for hearing and employee appeals processes; draft, edit, and review procedural notices and participant emails while maintaining compliance and discretion.
Develop and operate a records-management system for proceedings consistent with the Administrative Procedures Act and other requirements.
Review incoming case materials for potential conflicts of interest, ex parte communications, and other confidential matters; address or escalate concerns as appropriate.
Manage contact with witnesses and appeal parties, and assist the Hearing Officer and Appeals Officer with participant communications.
Use and adapt technology, systems, software, and tools to support witness participation.
Attend hearings and independently manage logistics and technology to prevent access problems, mitigate disruptions, and support compliance.
Maintain accurate hearing case-management records, including timely case creation, updates, closure, and entry of decisions and documentation.
Communicate and collaborate with University process partners regarding Title IX, student conduct hearings, and employee appeals.
Provide University areas with information and expertise concerning administrative hearings, related student and employee conduct matters, and employee appeals.
Provide strategic project management and execution for CRC.
Lead efforts to map and revise complex University processes and practices in collaboration with colleagues, supporting enterprise-wide change management, decision-making, and continuous improvement.
Create and manage plans to operationalize recommendations from audits and other reviews.
Independently plan, prioritize, manage, and complete short- and long-term unit and office projects, including data and document identification, organization and storage; reporting; data compilation and analysis; and records retention and management.
Perform other duties and projects as assigned.