Case Manager and Administrative Assistant, UChicago CARES (The Center for Awareness, Resolution, Education and Support)

Department

Provost CARES - Response and Support Services

About the Department

Equal Opportunity Programs (EOP), part of the Office of the Provost, has University-wide responsibility that includes coordinating compliance and programs in the areas of Equal Opportunity (EO), unlawful discrimination and harassment prevention, accessibility, Veterans and Military-affiliated programs, and Title VI and Title IX. To achieve its goals the EOP works closely with the Office of Legal Counsel, Human Resources, Employee and Labor Relations, and Campus and Student Life in collaboration with academic and administrative leaders throughout the University. UChicago CARES (Center for Awareness, Resolution, Education, and Support) works to prevent and respond to discrimination, harassment, and sexual misconduct in the University community.

Job Summary

The Case Manager and Administrative Assistant is a pivotal full-time administrative role reporting to the Director of Response and Support Services and indirectly reporting to the Director for Resolution Services and the Associate Provost for Equal Opportunity Programs/Title IX Coordinator. The Case Manager will spearhead the coordination of case management efforts within the Equal Opportunity Programs (EOP), ensuring meticulous tracking, documentation, and organization of discrimination, harassment, and sexual misconduct reports, and related materials, made under the University policies. Additionally, the Case Manager will execute office administrative functions, including serving as the front line reception for the main EOP phone line and email inbox, scheduling and communications for the Associate Provost and EOP leadership, supporting staff-related processes, managing budgets, and updating websites and policies. The role will also encompass preparation of critical compliance reports related to discrimination, harassment, and sexual misconduct, along with responding to internal demographic data requests to ensure adherence to regulations and the precise delivery of data to campus stakeholders.

Responsibilities

• Oversees tracking and case management of all matters under the University’s non-discrimination and harassment policies, including creating case files, database management, monitoring timeframes of cases, assisting with drafting letters and communication materials, filing communications into database systems, and coordinating weekly case management meetings including preparation of materials and scheduling and communication related to case management meetings.
• Creates processes and workflows to ensure proper documentation and tracking of reports; oversees the administration and management of case management systems for EOP, including i-Sight and Maxient.
• Compiles data for the leadership team to conduct campus safety assessments, hostile environment analysis, and pattern analysis on cases.
• Monitors timelines and progress of cases and provides ongoing notification to EOP/CARES staff regarding the progress of cases.
• Prepares and sends notifications related to case timelines under University policies.
• Manages and oversees filing of case records on behalf of the Associate Provost for Equal Opportunity Programs.
• Provides comprehensive administrative support to the Associate Provost and EOP leadership, encompassing project management, scheduling of group meetings for both the Associate Provost and EOP leadership, note taking and preparation of meeting summaries or minutes, and managing and implementing communication plans.
• Coordinates EOP staff support operations, including onboarding and offboarding procedures, organizing staff recognition activities, coordinating logistics for EOP team meetings, and facilitating HR-related communications for EOP employees.
• Supervises the Equal Opportunity Programs' budget and related financial processes. This includes continuous monitoring of expenditures, procurement, contracts, and acting as the EOP budget manager.
• Creates and continuously updates information guides and resource materials, oversees updates to the UChicago CARES and Equal Opportunity Programs websites and associated policies.
• Provides logistical support for UChicago CARES and Equal Opportunity Programs programmatic offerings.
• Monitors and prioritizes emails in the Equal Opportunity Programs inbox.
• Compiles and prepares comprehensive compliance reports on matters related to discrimination, harassment, and sexual misconduct, including incidents of sexual assault, sexual abuse, sexual harassment, dating violence, domestic violence, and stalking.
• Oversees responses to internal demographic data requests, ensuring compliance with relevant regulations and internal policies.
• Provides administrative support for a leader. Stays informed of activities relating to programs and i