Intake Case Specialist

Arizona State University•Tempe, AZ

5d•$58,656•Onsite

About The Position

The Office of University Rights and Responsibilities (OURR) is responsible for investigating potential violations of University policy and/or law regarding discrimination, harassment, retaliation, and other serious misconduct warranting the involvement of specialized investigative staff. The Intake Case Specialist serves as the initial point of contact for individuals reporting alleged violations of ASU policies investigated by OURR and with individuals seeking to communicate with the OURR Director, Assistant Director, or Case Management Specialists. The Intake Case Specialist also communicates with potential witnesses or custodians of records to obtain relevant information to be used in investigations and manages new matters until they are assigned to one of the Case Management Specialists. The Intake Case Specialist will interact regularly with University administrators, directors, managers, supervisors, faculty, staff, students, and non-ASU affiliated individuals.

Requirements

Bachelor's degree and three (3) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.
Ability to communicate accurately and professionally with students, faculty, staff, administrators, and members of the public on topics of a sensitive and personal nature.
Ability to use appropriate discretion and maintain confidentiality of sensitive information.
Skill in using technology to communicate and document relevant information and ability to learn new technological tools as needed. Relevant programs include Outlook, Word, Excel, Slack, Dropbox, One Drive, Zoom, and JIRA.
Knowledge of interviewing and information-gathering techniques used at the initial stages of an inquiry or investigation.
Ability to maintain organized files with appropriate calendaring, follow-up, and attention to detail.
Skill in understanding and applying relevant policies to determine matters within and outside of OURR’s investigative responsibilities and to identify relevant information to gather or request.
Ability to write recommendations or referrals in an organized, clear, and concise manner that requires minimal editing or proofreading.

Nice To Haves

Experience as a paralegal, legal clerk, or any similar work in a legal or investigative setting.
Experience interacting with individuals who are experiencing distress and/or gathering information about sensitive and personal topics.
Experience interviewing witnesses or gathering relevant documents or information.
Knowledge of Title VII, Title IX, ADAAA, ADEA, or similar standards governing discrimination and harassment.
Experience managing electronic case files.

Responsibilities

Provides initial intake screening of all potential complaints.
Differentiates between complaints and inquiries that are within the scope of OURR’s investigative responsibility and those that should be referred to another University process.
Refers complaints and inquiries that are not within the scope of OURR’s investigative responsibility to the appropriate University process in a timely manner.
Recognizes matters within the scope of OURR’s investigative responsibility in which immediate action or referrals to other university units are needed and timely communicates with appropriate individuals within and outside of OURR regarding those situations.
Takes accurate initial statements in writing or through interviews and collects evidence offered from complainants, third-party reporters, and witnesses at the early stages of intake and investigation.
Creates initial case cards, with relevant documents and materials, for use by Case Management Specialists who will complete an investigation.
Identifies evidence to be collected during an investigation and works with individuals and University offices to gather that evidence, with direction from Case Management Specialists as needed.
Manages incoming phone calls, voicemails, emails, and in-person visits from complainants, witnesses, and others providing information to OURR or seeking information about its role, responsibilities, and processes in a timely manner.
Drafts recommendations to University decision-makers identifying cases that may be best handled proactively, such as through training or early intervention.
Communicates professionally both verbally and in writing with ASU-affiliated and non-ASU-affiliated individuals.