Intake Coordinator/Case Manager

Cal Poly Pomona•Pomona, CA

2d•$5,357 - $7,500•Onsite

About The Position

The Office of Equity and Compliance (OEC) serves to ensure adherence to Federal and State laws, regulations, and CSU policies and procedures. The Intake Coordinator/Case Manager serves as the first point of contact to field and assess all inquiries, reports, and complaints submitted to OEC. This role involves conducting trauma-informed intake meetings, assessing and triaging reports, screening incoming information, assessing immediate safety concerns, and collaborating with campus partners. The position also manages the case management system, creates and monitors case files, and generates reports to identify patterns and trends. Additionally, the role provides investigative support, including transcribing interviews and drafting official notices, and serves as the primary Hearing Coordinator for cases involving sexual misconduct.

Requirements

Bachelor's Degree - Or equivalent experience.
A combination of five years of education and experience with Title IX, discrimination, harassment, and retaliation processes, and case management.
Ability to exercise good judgment in decision-making and problem solving.
Ability to research, gather, analyze and summarize information for complex data projects.
Ability to synthesize and present information clearly and concisely in written, visual, and verbal formats.
Expert knowledge in data collection and analysis techniques; statistics or social science research techniques; knowledge of common organization-specific computer application programs; knowledge of organizational principles and procedures involved in handling sensitive data.
Working knowledge of operational and fiscal analysis and techniques.
Ability to take initiative and independently coordinate, organize, plan and perform work in various situations where numerous and diverse demands are involved.

Nice To Haves

Three years of experience in a professional work setting, preferably in a higher education environment.
Experience working in a confidential environment and supporting a high volume of interactions with staff and campus departments.
Exceptional interpersonal and written communication skills, and the ability to work effectively and independently under pressure with defined time constraints.
Ability to multitask and demonstrate sound judgment, discretion, decision-making, flexibility, and insight under a wide range of complex and evolving circumstances.
Thorough knowledge of standard office procedures; comprehensive knowledge of university policies and procedures, particularly around equity and inclusion, and the ability to interpret and apply such policies and procedures independently to resolve problems, recommend solutions, and support the effective administration of equity and compliance programs.

Responsibilities

Serves as the first point of contact to field and assess all inquiries, reports and complaints submitted to OEC.
Prepares written correspondence to promptly conduct outreach to individuals alleging prohibited conduct under the CSU Non- discrimination policy.
Conducts trauma-informed intake meetings with parties to share information about rights, resources, options, and explain the OEC administrative process.
Assesses and triages reports to determine the most appropriate action, including whether the reported information falls within OEC's purview or requires referral to another campus entity.
Screens reports submitted by phone, walk-ins or through the online incident report process alleging discrimination, harassment, retaliation, or sexual misconduct.
Assesses the immediate safety concerns of impacted parties and assists in the coordination of supportive measures, including but not limited to, no-contact directives, academic and housing accommodations or referral to on/off-campus resources.
Collaborates with campus partners to determine the most appropriate action on matters outside of OEC jurisdiction.
Conducts preliminary investigative work, including assessing reported concerns, providing recommendations, assisting with facilitation, and reviewing referral letters, memorandums, notices, and other documentation for accuracy prior to distribution.
Facilitates informal resolutions as needed.
Interprets and applies applicable laws and University policies to support the timely and compliant implementation of OEC processes and procedures.
Manages the case management system, including creating data fields and creating, updating, and closing cases.
Collaborates with Complaint Resolution Managers to ensure relevant case information, reports, and documents are appropriately organized and maintained, including real-time case updates.
Creates and monitors case files, ensuring completeness and compliance with internal file retention protocols.
Reviews and recommends revisions as needed to internal operating procedures for the intake and outreach processes.
Serves as a primary point of contact for the department on all matters related to the case management system.
Assists the Associate Vice President & Title IX Coordinator/OHR Administrator in quality control of case data in the appropriate databases.
Generates clear and concise reports to assist management in identifying and responding to patterns and trends.
Tracks Clery reportable incidents and submits CSA reports as needed.
Collaborates with the Clery Coordinator to provide data required for the Annual Security Report.
Responds to inquiries regarding OEC policies and procedures, case status, complaint and investigation processes, appeals, sanctions, disciplinary proceedings, hearings, and available on- and off-campus resources.
Assists with public records requests by serving as the liaison between the requesting party and OEC; reviewing and redacting documents as appropriate in compliance with FERPA, HIPAA, and other state and federal regulations.
Attends interview meetings with Investigators to accurately transcribe statements provided by parties and witnesses involved in the formal investigation process.
Prepares official interview statements for Preliminary and Final Investigation Reports.
Drafts official notices for parties involved in an OEC resolution process as required by the CSU Nondiscrimination Policy.
Works with parties to initiate and facilitate the Informal Resolution.
Assists Investigators in responding to agency complaints with CA Civil Rights Department, Office of Civil Rights, and Equal Employment Opportunity Commission.
Serves as the primary Hearing Coordinator for cases set for hearing involving sexual misconduct.
Coordinates sexual misconduct hearings with the Chancellor's Office and campus partners, including scheduling hearings, notifying parties and witnesses, providing materials to the Hearing Officer, coordinating videoconferencing, and managing related logistics.
Serves as liaison between the parties and Hearing Officer regarding procedural matters and applies relevant CSU requirements and applicable legislation governing the hearing process.