Intake Specialist (Legal/Compliance) - Internal Investigations

University of Texas Medical Branch (UTMB)•Galveston, TX

8d•Hybrid

About The Position

Supports the Department of Internal Investigations by serving as the first point of contact for individuals seeking to report protected class concerns. Manages the intake process, triages new matters, ensures timely case assignment, and maintains the investigative case management system. Coordinates data tracking and assists with internal and external reporting requirements.

Requirements

Bachelor's degree in a related field and one (1) year of related experience in intake, case management, investigations, or compliance in a Human Resources, Legal/Compliance, or Higher Education setting.
An equivalent combination of education and experience relevant to the role may be considered for this position.
Strong written and verbal communication skills.
Ability to manage sensitive and confidential information with professionalism and discretion.
Working knowledge of civil rights laws, including Title IX, Title VII, ADA, and related regulatory frameworks.
Demonstrated organizational and time management skills.
Familiarity with case management or intake tracking systems.
Attention to detail with strong documentation and data entry skills.
Ability to interact effectively with individuals in crisis or distress.
Capacity to manage multiple responsibilities in a high-volume, fast-paced environment.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and ability to learn investigative databases.
Ability to work independently and collaboratively within a team structure.

Responsibilities

Serve as the primary intake point for reports of discrimination, harassment, retaliation, and other protected class allegations.
Conduct preliminary interviews with complainants and reporters to gather relevant information and assess jurisdiction.
Assist with early triage and classification of complaints under relevant institutional policies and civil rights laws.
Develop intake summaries and referral documentation for review by the Executive Director and investigative team.
Maintain and monitor the investigative case management system to ensure accuracy and completeness.
Assign cases to investigators in consultation with the Executive Director and track timelines for completion.
Respond to general inquiries about reporting options, investigation processes, and rights and responsibilities.
Generate monthly, quarterly, and ad hoc reports for internal use and external agency reporting, as needed.
Track data related to case volume, resolution timelines, and investigation trends.
Coordinate with campus partners, including Human Resources, Legal Affairs, Student Services, and Academic Affairs, on intake and routing of complaints.
Maintain confidentiality and compliance with all applicable privacy and civil rights laws.
Assist with preparing documentation in response to federal, state, and institutional audits or data requests.
Participate in team meetings and contribute to department-wide process improvement initiatives.
Maintain intake documentation and ensure consistency with departmental recordkeeping protocols.
Adhere to internal controls and reporting structure.
Perform related duties as required.