Investigations Coordinator

University of California, San Francisco•San Francisco, CA

1d•Onsite

About The Position

This role involves oversight of key compliance-related activities, including governance, policy development, training, communication, monitoring, and auditing. The Investigations Coordinator recommends response, prevention, and disciplinary standards for compliance issues, ensuring alignment with laws, regulations, policies, and ethical standards. A primary function is coordinating and triaging complaints related to potential improper behavior, whistleblowing, and governmental activities. Working under the Investigations Unit Manager, this individual will coordinate, triage, and process complaints for UCSF’s Whistleblower Program, identify and analyze allegations, maintain a case management system, assist with data analytics and reporting, and promote awareness of the program. When workload permits, the role includes conducting investigations of allegations such as fraud, retaliation, and policy violations, and responding to information requests.

Requirements

Bachelor's degree in related area and / or equivalent experience / training
Minimum three years’ experience working in the ethics and compliance profession
Minimum 3+ years of related experience
Advanced knowledge of ethics and compliance profession, theories and systems of internal control, and professional compliance and investigations standards
Broad knowledge of University ethics and compliance policies, procedures and programs, applicable state and federal employment laws
Experience issue spotting, analyzing information, identifying issues or concerns in fact patterns
Experience applying laws and policy standards in investigation or fact-finding processes
Ability to define problems, collect data, ascertain facts, and draw valid conclusions based on evidence
Ability to extract, verify, compile and develop recommendations related to ethics and compliance programs, issues, policies and procedures
Excellent analytical, legal writing, and/or technical writing skills resulting in soundly-reasoned, accurate, useful reports and/or summaries
Ability to present complex information in a clear and concise manner both in writing and verbally for presentation to or review by leadership.
Ability to interview and elicit cooperation and confidence of interviewees to obtain relevant information, interpret responses, and determine relevant facts
Excellent interpersonal (i.e. verbal and written communications) and problem solving skills and ability to work collaboratively with diverse groups, including all levels of University personnel, including management and faculty, and to facilitate agreement on issues and corrective actions
Demonstrated experience in critical decision making and reasoning ability
Demonstrated ability to handle extremely difficult, sensitive and/or volatile situations/individuals effectively
Strong project management skills including planning, overseeing progress to ensure timely completion, and communicating progress with stakeholders
Proficient in MS Office Suite

Nice To Haves

Professional certification(s) applicable to job responsibilities, including, but not limited to AWI-CH and/or Certified Fraud Examiner
Knowledge/Experience operating or being an administrator of an information database
Demonstrated experience with complaint triage, coordination, and assessment.
3+ years of experience with direct responsibility conducting workplace investigations
Work experience to include assessing complaint allegations and conducting investigations in the public sector, higher education, and/or health care settings as well as responding to complaints filed with external agencies.

Responsibilities

Coordinate, triage, and process complaints received by UCSF’s Whistleblower Program in accordance with Investigations Unit’s Standard Operating Procedures
Identify and analyze allegations, make assessments and recommend assignment and/or referral of complaint allegations
Maintain a case management system for investigators and other UCSF stakeholders, including ensuring accurate reporting and system administration.
Follow-up with investigators and UCSF stakeholders to ensure accurate recordkeeping of assigned matters
Assist Manager with data analytics and reporting of complaint data
Promote understanding and awareness of the UCSF Whistleblower Program
Conduct investigations of allegations of improper governmental activities, including but not limited to fraud, retaliation, abusive conduct and other policy violations
Respond to requests for information
Perform other duties as assigned
Complaint Assessment and Triage – Receives whistleblower complaints and performs policy analyses to assess complaints brought forth through the Whistleblower Program
Makes recommendations for triaging complaints to the Locally Designated Official (LDO) with the support of Investigations Unit Manager.
Liases with stakeholders in support of complaint triage and coordination.
Conducts intake interviews and gathers preliminary evidence from parties and stakeholders to ensure appropriate assignment and/or referral of complaint allegations.
Maintains and ensures accurate and appropriate documentation of assessments, triage, case assignments, dispositions, including closed cases that require corrective action by management on EthicsPoint and i-Group databases
Trains, advises and assists others in the use and maintenance of the database.
Administers the investigations case management system, including data analytics and reporting
Investigations Workgroup (i-Group) Facilitation and Reporting – Coordinates, organizes and schedules i-Group meetings.
Creates the agenda in coordination with i-Group members for key discussion points.
Provides support to the Locally Designated Official.
Prepares reports for dissemination to the i-Group and senior leadership
Conducts Workplace Investigations – Responds to and investigates simple to moderately complex and highly sensitive UCSF complaints of violations of policies that include, but are not limited to, improper governmental activities and retaliation.
Works to effectively conduct assigned investigations (including but not limited to developing an investigative plan, contacting identified witnesses, documenting the investigative steps and maintaining detailed records).
Assists in assessing complaint referrals and provides input in defining the scope of the investigation.
Obtains legal opinions when appropriate to inform investigative activities.
Prepares comprehensive and factually accurate internal investigative reports in accordance with university standards.
Interacts with and provides UCSF stakeholders, management, staff and parties, as appropriate, investigation updates and finding.
Refers non-policy violation issues identified during the course of an investigation to appropriate University officials.
Process Improvement Activities – Oversees on-going development and improvement of data collection and reporting on cases and makes suggestions on how to improve complaint triage processes.
Keeps abreast of best practices of whistleblower programs/hotlines and identifies and recommends process improvements.
Participates in committees, task forces or meetings with management and other UCSF stakeholders regarding issues that are novel or with little precedence, requiring expedient and diplomatic action.
Liases with investigators and whistleblower program administrators from other locations, including collaboration with the Office of the President and other location colleagues to address complex system-wide issues with significant impact.
Keeps abreast of best practices of investigation techniques and utilizes this knowledge during each stage of the investigation process in alignment with University policy with assistance from Manager.