Operations Manager & CARE Case Coordinator

Assumption University•Worcester, MA

2d•Onsite

About The Position

The Operations Manager and CARE Case Coordinator provides administrative coordination for the University's CARE Team, ensuring efficient case management, timely communication, accurate documentation, and coordinated follow-up for students of concern. The position manages CARE case workflows, documentation, communication, reporting, and follow-up while serving as a central point of coordination among students, faculty, staff and campus partners. While the position is primarily administrative, the Operations Manager & CARE Case Coordinator also serves as a supportive resource for students by assisting them in navigating facilitating connections to appropriate campus and community resources, coordinating follow-up communication, and helping ensure students receive timely access to available support services. The coordinator works collaboratively with CARE Team members to promote continuity of care, maintain accurate and confidential case records and support the University's multidisciplinary approach to student well-being. Supervised by the Director of Counseling and housed within the Counseling Services, Residential Life, and Community Standards suite, the Operations & CARE Case Coordinator plays a key role in managing the administrative infrastructure within the suite. Ensuring efficient office operations, coordinating administrative workflows, operational processes, and serving as the primary administrative resource.

Requirements

Bachelor's degree or equivalent combination of education and experience.
Two to three years of progressively responsible administrative or office management experience.
Demonstrated organizational, project management, and customer service skills.
Excellent written and verbal communication skills.
Ability to manage multiple priorities while maintaining exceptional attention to detail.
Demonstrated ability to exercise sound judgment and maintain confidentiality.

Nice To Haves

Experience working in higher education, student affairs, counseling, or related settings.
Technology proficiency, specifically experience using Maxient and Medicat.
Experience supporting multidisciplinary teams and collaborative initiatives.
Previous experience with CARE team case coordination

Responsibilities

Provide administrative support for the CARE Team by managing student cases within the Maxient case management system.
Create, maintain, update, and close student cases; enter case information, upload supporting documentation, and maintain accurate, confidential electronic case records.
Monitor case activity, deadlines, and follow-up tasks; assist with student outreach and case coordination as directed.
Coordinate CARE Team meeting logistics, including agendas, case assignments, meeting materials, documentation, and follow-up actions.
Maintain Maxient report forms, workflows, categories, tags, and data fields; generate reports and statistical data to support assessment, compliance, trend analysis, and annual reporting.
Assess and triage CARE reports and create intervention and follow up plans to address student concerns.
Build strong relationships with students, supporting them through challenges, connecting them to appropriate campus and community resources, and promoting growth in self-advocacy.
Coordinate daily administrative operations of the Counseling Services, Residential Life, and Community Standards suite, including office equipment, supplies, and reception operations.
Serve as a primary point of contact for students, families, faculty, staff, and visitors, fostering a welcoming and responsive environment.
Support Counseling Services with intake coordination through the Medicat portal and assist with scheduling for the telehealth space.
Assist Community Standards with organization of electronic case records in Maxient and with scheduling meetings and hearing logistics.
Assist with core administrative tasks tied to housing operations, including room assignments, check-in/check-out coordination, and key distribution.
Process student housing and ID card access records in coordination with Facilities and the StarRez housing platform.