Coordinator, Student Conduct and Case Administration

University of Victoria; Victoria; On-site; CAD 65,000 - 90,000; Full time

Job summary

The University of Victoria invites applications for the role of Coordinator, Student Conduct and Case Administration. The position supports review and response to student conduct and high-risk behaviour concerns and contributes to triage, data collection and file management within the Office and university.

Under supervision, the coordinator will support policy implementation, case data reporting, and student-facing communications, with emphasis on confidentiality, trauma-informed practice, and

Qualifications

• Bachelor’s degree in a related field and four years of relevant experience.
• Experience handling confidential information and records.
• Ability to work with diverse populations and maintain confidentiality.
• Strong interpersonal and communication skills in a trauma-informed, person-centered approach.
• Experience supporting internal and external stakeholders through complex processes.

Responsibilities

• Leads, with supervision, triage and intake of concerns reported to the OSL for review under the policy.
• Provides specialized administrative support to the Student Conduct and Case Resolution team in response to non-academic student misconduct.
• Leads collection, management, and reporting of case-related data for internal and external partners.
• Supports and leads projects to advance key priorities, including improving statistical reporting and trend analysis.
• Prepares student-facing communications and documents related to resolution processes with clarity and fairness.
• Leads educational and non-disciplinary resolution processes with students to promote responsibility and community standards.
• Manages student interactions in alignment with the support model and confidentiality practices.

Skills

Administrative Skills

Triage & Intake

Data Collection

Confidentiality

Trauma-Informed Practice

Communication

Project Management

Policy & Procedure Knowledge

Education

Bachelor’s degree in related field

Master’s degree (asset)

4 years of relevant experience

Tools

FAST

BANNER

Microsoft Office

Case Management Software

Job description

Mandate

The Coordinator, Student Conduct and Case Administration, plays a critical role in supporting the review and response to student conduct and high-risk behaviour concerns managed by the Office and university. The Coordinator will play an integral part of the Student Conduct and Case Resolution team by facilitating the triage, data collection and file management related to student conduct concerns. This role may also facilitate early resolution processes with students who are involved in an incident on campus. The Coordinator will also support key projects in the areas of program development, prevention, and response. The Coordinator, Student Conduct and Case Administration, will also act as back-fill and support to the Coordinator, Student Conduct and Case Resolution, as needed. This can include supporting and collaborating with the Manager and Associate Director, Student Conduct and Case Resolution, on complex student matters.

Mandate

The Coordinator, Student Conduct and Case Administration, plays a critical role in supporting the review and response to student conduct and high-risk behaviour concerns managed by the Office and university. The Coordinator will play an integral part of the Student Conduct and Case Resolution team by facilitating the triage, data collection and file management related to student conduct concerns. This role may also facilitate early resolution processes with students who are involved in an incident on campus. The Coordinator will also support key projects in the areas of program development, prevention, and response. The Coordinator, Student Conduct and Case Administration, will also act as back-fill and support to the Coordinator, Student Conduct and Case Resolution, as needed. This can include supporting and collaborating with the Manager and Associate Director, Student Conduct and Case Resolution, on complex student matters.

Scope

The Coordinator, Student Conduct and Case Administration, is responsible for providing specialized administrative, procedural, and project-based support functions related to the university’s student conduct policies with a primary focus on the Resolution of Non-Academic Misconduct Allegations policy.

The Coordinator, with supervision, works to support the following areas of responses under the policy:

• Leads, with support and supervision, the triage and intake of concerns reported to the OSL for review under the policy.
• Provides specialized administrative support to the Student Conduct and Case Resolution team in response to non-academic student misconduct matters for undergraduate and graduate students. This includes participating in confidential processes that relate to high-impact and complex student matters.
• Leads, with support and supervision, the collection, management, and reporting of case-related data for internal and external partners.
• Supports and leads projects, with support and supervision, to advance key priorities of the team including in the areas of enhancing statistical reporting and identification of trends, policy review, student-facing materials related to resolution processes, and tools.
• Prepares student-facing communications and documents related to resolution processes in a manner that balances clarity, procedural fairness with support and student readability; and
• Leads, with support and supervision, educational and non-disciplinary resolution processes with students to promote personal responsibility and support community expectations while upholding the principles outlined in the policy.
• Manages each student interaction in alignment with the support model embedded into student conduct processes and best practices in student development theory, student-centered support, trauma-Informed practice, and accessibility.

This position requires a level of education, training, and experience equivalent to a bachelor’s degree in a related field (such as public administration, legal administration, social work, conflict resolution, Student Affairs administration, business administration) plus four (4) years of relevant experience. An equivalent combination of education, training, and experience may be considered.

Relevant Experience Includes

• Experience with effectively triage complex behavioural concerns in consideration of jurisdiction, risk (include risk of violence), support needs, capacity, and institutional liability.
• Advanced experience in case administration, data collection and reporting, and preparing written materials related to policy, procedures, and institutional frameworks.
• Experience working with highly sensitive and confidential information, record keeping and report writing.
• Experience working with a diverse population who are navigating complex circumstances, process, and conflict. Demonstrated ability to communicate in a trauma-informed, person-centered, compassionate and clear manner.
• Experience supporting both internal and external stakeholders, i.e. public and team members, in navigating complex processes.
• Experience making independent decisions, where appropriate, to determine operational responses and administrative procedures. Insight and discretion regarding when to consult and seek direction, particularly when managing circumstances that may involve individual and/or institutional risk.
• Experience demonstrating strong interpersonal and communication skills with an ability to act with a high level of confidentiality and professionalism, to deal with sensitive issues with tact, diplomacy and compassion.
• Experience working within a team environment that requires the ability to balance and manage multiple competing priorities involving complex, sensitive, and high-profile topics.
• Experience with case management including the maintenance of confidential records, managing workflow, consulting with other units, and scheduling meetings.
• Experience working with highly confidential personal information within privacy legislation and university policies and demonstrated ability to develop procedures that support effective investigations and resolutions.
• Experience supporting and/or administering conflict resolution processes including educational processes, voluntary resolution processes, mediation and restorative justice within a complex policy and/or regulatory framework.
• Experience working directly with students from diverse populations and with the ability to consider the unique context, lived experiences, culture, and barriers that may influence a student’s engagement.

Knowledge And Skills

• Ability to work effectively both independently and in a team environment, collaborating with a broad range of people to achieve goals and objectives.
• Advanced administrative skills including the application of Microsoft Office tools, case management software, and university administrative platforms (i.e. FAST, BANNER).
• Demonstrated understanding of the principles of natural justice and procedural fairness.
• Knowledge of current and emerging trends in higher education as it pertains to student conduct, student development and success.
• Sound knowledge of student development theory, contemporary student health and wellness issues, including the particular needs of students with disabilities, LGBTQ*, graduate, Indigenous and international students.
• Ability to work in an unpredictable setting with complex, sensitive and high-profile impact topics.
• Demonstrated skills in working with individuals experiencing crisis, conflict, impacts of violence, multiple barriers to wellness and their families/support people.

The Following Are Considered To Be Assets

• Master’s degree in a related field.
• Experience, education, and training in alternative dispute resolution including restorative justice, mediation, conflict coaching, legal administration, and risk assessment.
• Experience working with high-risk populations.
• Experience leading or significantly contributing to projects related to the development of policy, educational materials, and procedural tools and guidelines.