The University of Chicago

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 initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office.
• Prepares special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Certifications:

Preferred Qualifications

Education:

• College or university degree in related field.

Experience:

• Background working in higher education or a non-profit.
• Familiar with case management of Title IX, student conduct, Employee and Labor Relations, and student mental health.
• Understanding of budget management.

Technical Skills or Knowledge:

• Administrative systems knowledge strongly preferred.
• Expertise with database technology and proficient PC skills such as Maxient, I Sight, Box.

Preferred Competencies

• Advanced ability to utilize technology.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills.
• Handle sensitive and confidential situations and information with absolute discretion.

Working Conditions

• Remote position.

Application Documents

• Resume/CV (required)
• Cover Letter (required)
• References Contact Information (3) (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

40

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Hourly

FLSA Status

Non-Exempt

Pay Range

$30.77 - $37.02

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

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