Hearing, Appeals, and Project Specialist

University of Washington • Seattle, WA

12d

About The Position

The Hearing, Appeals, and Project Specialist provides essential operational and project support to the Hearing Officer, Appeals Officer, and Civil Rights Compliance (CRC) teams. Reporting to the Hearing Officer, the position supports administration of student and employee conduct hearings under the Administrative Procedures Act and University policy, including sensitive and complex Title IX matters, and supports employee appeals under Executive Order 81. The role serves as a primary contact and communication conduit for process participants and helps ensure procedural requirements are met. Project oversight may be provided by other CRC leadership as appropriate.

The position manages hearing and appeals operations, including case scheduling, communications, records, case-management data, participant logistics, and hearing technology. It also leads and completes CRC projects involving records management, reporting, data identification and analysis, process and workflow improvement, and other office initiatives. The role is part of the Civil Rights Compliance Office within Compliance and Risk Services, which provides enterprise-wide compliance and risk-management expertise and supports compliance with civil rights laws and University policy.

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 in handling important communications and materials.
• Demonstrated experience composing documents effectively, including emails, letters, reports, memorandums, and other correspondence.
• Ability to interact tactfully and helpfully, maintain a calm manner under stress, and remain neutral.
• 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 when appropriate.
• Strong organizational skills and efficient work habits.

Responsibilities

• Manage day-to-day operations for hearings and hearing proceedings, as well as operational requirements for employee appeals under Executive Order 81 and related procedures.
• Develop administrative systems, document processes, and create or update standard operating procedures for case management.
• Develop operational metrics, assess findings, and lead process-improvement efforts; regularly evaluate processes and protocols for effectiveness and opportunities for improvement.
• Work with the Hearing Officer to plan, organize, manage, and monitor individual Title IX and other conduct cases and the conduct process overall.
• Plan and monitor hearing schedules and related process steps.
• Lead and direct communications for hearing and employee appeal processes; draft, edit, and review procedural notices and participant emails, ensuring appropriate compliance, discretion, and handling of documentation.
• Maintain and improve systems for managing and retaining proceeding records in accordance with the Administrative Procedures Act and other requirements.
• Independently review and analyze incoming case materials for potential conflicts of interest, ex parte communications, and 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 and department communications.
• Use and adapt technologies, systems, software, and other tools to support witness participation.
• Attend hearings and independently manage logistics and technology to prevent access problems, mitigate risks and disruptions, and support compliance with applicable requirements.
• 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 concerning Title IX and student conduct hearings and employee appeals.
• Provide University areas with information and expertise regarding administrative hearings, student and employee conduct matters, and employee appeals.
• Provide strategic project management and execute projects for the Civil Rights Compliance Office.
• Lead efforts to map and revise complex University processes and practices 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; ad hoc and annual reporting; data compilation and analysis; records retention and management; and other CRC initiatives directed by the AVP for Civil Rights Compliance or designee.
• Perform other duties and projects as assigned.

Benefits

• The posting refers applicants to the University of Washington staff benefits information page; specific benefits are not itemized in the description.
• Opportunities for professional growth.
• An inclusive and diverse work environment.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level