Job Summary: | The Organizational Support Coordinator provides operational and compliance support for the Office of Equity (OE) which includes federal and state civil rights laws, University Protected Class Nondiscrimination and Sexual Misconduct Policies, and the Office of Equity Resolution Procedures. This position will act as a main point of contact for OE’s comprehensive intake process and is responsible for empathetically and professionally assessing, guiding and referring inquiries/cases. This requires considerable organization, focus, critical thinking, analytical, and technical skills. This role is also responsible for overseeing OE operations, which includes data collection, analysis, management and reporting, budgeting, procurement and expense tracking, and overseeing human resource and travel processes. Supervision Received: The Organizational Support Coordinator reports to the Assistant Vice Chancellor and Title IX Coordinator. Supervision Exercised: None Key Responsibilities: Human Resources (10%): Creates and processes new positions and requisitions in HCM. Tracks and maintains internally any appropriate personnel records for students and staff (vacation, sick leave, etc.); submit requested monthly payroll information. Performs recruitment, hiring, offer letters, and on-boarding functions for new OE staff, such as creating badges, training on internal systems, and other functions. Process and approve monthly timecards for staff.
Financial Support (10%): Performs procurement functions including travel card, procurement card, purchase orders and associated budget management (speed type audits/reports, allowable expenditures, etc.) for Department as needed. Tracking budgeting for all OE supplies, programs, projects, travel, and events, and assists with troubleshooting complications as they arise. Assists OE staff in requesting travel, preparing travel plans, and submitting travel expenses. Independently determines appropriate accounts for allocation of expenses and ensures financial transactions are appropriate and comply with all relevant university regulations and policies. Analyzes and interprets department budgets to forecast spending projections and needs. Maintains and reports budgetary-related records in accordance with university standards. Supports department in other financial duties including cash handling, deposits, billing, accounts payable, and account management.
Intake Support (40%): Act as a main point of contact and supports the initial intake assessment for Office of Equity requests or inquires. This requires a baseline understanding of Jurisdiction of the Office of Equity (including the scope and function of OE) Staff roles and capacities, Supportive resources for individuals reporting discrimination, harassment, retaliation, or sexual misconduct Policies overseen by the OE, including the Protected Class Nondiscrimination Policy (APS 5065), Sexual Misconduct Policy (APS 5014), and Conflict of Interests in Amorous Relationships Policy (APS 5015).
Responding to inquiries reported to the OE by monitoring the OE’s main telephone line, voicemail, and general office email inbox daily by assessing safety concerns, needs, and appropriately triaging and referring inquiries accordingly. Poses appropriate and relevant questions gather relevant information to refer to other OE team members. Evaluate the information gathered as part of the intake process and make an initial assessment to connect individual with appropriate resources; role must have a strong understanding of Campus-wide resources and services to ensure a seamless level of support is provided. Determines the urgency of requests and act quickly to engage the Assistant Vice Chancellor or Director when safety risks are presented as part of the intake process. Expresses a high level of critical thinking, emotional intelligence, and the ability to pose appropriate and relevant questions to gather all needed information during intake calls and emails to refer to the appropriate OE team member. Creates cases for each intake phone call/email in the OE’s data management system (Maxient). Updates and manages files to properly track ongoing discrimination, harassment, retaliation, or sexual misconduct cases. Assists OE staff with maintaining organized, complete, and accurate case files in Maxient. Organizing and naming electronic files using the appropriate naming convention. Ensuring that all data is uploaded and organized upon case closure.
Analyzes case files to accurately coordinate logistics and schedules for meetings and interviews; assists with identifying and collaborating closely with campus-wide resources and personnel to ensure appropriate resources are provided for all meetings/interviews. Handles correspondence containing sensitive and confidential student and employee information. Effectively handles sensitive and confidential issues on behalf of the department with timeliness, discretion, civility, respectability, and consideration of the perspective department. Sends outreach letters and emails to students, employees, and third parties with guidance and direction by the OE’s Intake Coordinator. Provides accurate information regarding the University’s policies concerning discrimination and harassment. Refers concerns that fall outside of the scope and jurisdiction of the OE to appropriate internal University offices and external resources with guidance and direction by OE’s Intake Coordinator.
Operational Support (40%): Coordinates and updates documentation of workflow processes within SharePoint, Teams, and OneDrive; audits annually to maintain accuracy and maximum efficiency. Assists OE staff with setting up for in-person and remote meetings, calendaring/scheduling meetings, and organizing in-person and remote events. Provides assistance with set-up for meetings, including setting up for weekly in-person staff meetings, ongoing hybrid meetings, and meetings scheduled for investigations. Effectively handles sensitive and confidential issues on behalf of department with timeliness, discretion, professionalism, and consideration of the perspective of department. Responsible for OE website management, ensuring that the information stays up to date with current accessibility requirements by reviewing regularly, addressing inaccuracies and concerns, and submitting updates and changes, as needed. Communicates with all parties engaged with the OE in an empathetic, fair, and professional manner at all times. Handles sensitive matters, with a high degree of conflict, with appropriate degrees of confidentiality and privacy. Prepares, gathers data for, and updates the OE’s Annual Reports, ensuring data integrity. Assist in the development of policies and procedures. Responds to requests for data from internal and external departments, including but not limited to University Counsel, Human Resources, Academic Departments managing grant-related data, and external organizations requesting records or data. Participate in task forces and committees as assigned. Performs other duties as assigned.
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