Case & Operations Manager, Office of Institutional Equity (OIE)

Wake Forest University; United States; On-site; USD 60,000 - 80,000; Full time

Job summary

Wake Forest University is seeking a Case & Operations Manager to oversee intake, management, and assignment of reports on policy violations for the Office of Institutional Equity (OIE). You will coordinate accommodations, hearings, and support services while maintaining confidential records and collaborating with campus partners.

Ability to work nights/weekends as needed is required. The role emphasizes training and outreach in civil rights, Title IX compliance, and campus safety, with a focus

Qualifications

• Bachelor’s degree with three years of experience or equivalent professional experience.
• Human Services degree preferred.
• Strong & effective interpersonal communication skills.
• Proficiency with Microsoft Office programs, Google Workspace, and Adobe Acrobat.
• Well-organized, detail-oriented, efficient, proactive, and able to plan ahead.
• Demonstrated ability to coordinate multiple projects in a timely manner.
• Experience handling sensitive topics with diverse communities.
• Ability to produce high-quality written work.
• Ability to establish credibility with a broad range of constituents.

Responsibilities

• Reviews reports to OIE and sends communications per standard operating procedures.
• Collaborates with the OIE team to coordinate outreach and ongoing communication with Claimants, Respondents, and Witnesses.
• Manages complex case data using a confidential online database (Maxient).
• Provides logistical support for hearings, including scheduling witnesses and operating the virtual space.
• Complies with FERPA and other privacy laws in communications.
• Maintains knowledge of university policies, procedures, and protocols within OIE.
• Manages policies and interacts with offices to support student-related services.
• Redacts interview transcripts appropriately and maintains case records.
• Analyzes intake data, identifies trends, and develops outreach strategies.
• Responds to inquiries about prevention programming and policies.

Skills

Interpersonal communication

Time management

Organizational skills

Confidentiality

Education

Bachelor’s degree

Human Services degree preferred

Tools

Maxient

Workday

Microsoft Office

Job description

Job Description Summary

Under the supervision of the Executive Director, the Case & Operations Manager is responsible for the intake, management, and where appropriate, assignment of all reports related to possible policy and procedure violations handled by OIE. The Case & Operations Manager is responsible for the coordination of case‑specific supportive measures, accommodations, and resource referrals as well as the coordination and logistics of matters that involve formal hearings. In addition to maintaining accurate and complete physical and digital case records/notes, the Case & Operations Manager must demonstrate the ability to work independently, confidentially, and sensitively. In coordination with the Executive Director and members of the team, the Case & Operations Manager works to develop training and outreach within the sphere of Civil Rights and TitleIX compliance to the university community. The Case & Operations Manager also serves as a liaison between the Office of Institutional Equity and other members on campus including, but not limited to students, employees, Human Resources, Residence Life & Housing, Dean of Students, Deacon One, Clery Office and University Police. The Case & Operations Manager provides back office support to the team. This position generally works regular business hours but occasionally requires the flexibility, ability, and willingness to work nights and weekends as necessary to respond to reports received.

Job Description Essential Functions

• Reviews reports to OIE and sends communications per standard operating procedures.
• Collaborates with the OIE team to coordinate outreach and ongoing communication associated with reports inclusive of Claimants, Respondents, and Witnesses.
• Responsible for complex case management using a confidential online database (Maxient) including entering initial case intake information, updating, organizing and ensuring necessary case documentation and monitoring case statuses.
• Provides logistical support for hearings, including scheduling witnesses and operating the virtual hearing space.
• Communicates effectively with all persons in compliance with the Family Educational Rights and Privacy Act (FERPA) and other employment‑related privacy laws.
• Provides knowledge and understanding of various university policies, procedures, and protocols within OIE.
• Responsible for the maintenance and management of all OIE policies.
• Collaborates closely with the Dean of Students, Safe Office, Deacon Health, CLASS, and other appropriate offices to provide a holistic and comprehensive approach to services for student‑related cases.
• Responsible for reviewing all interview transcripts and making appropriate redactions.
• Collects and analyzes data in regard to intake and accommodations, identifies and assesses trends, prepares reports, and develops strategies for future communication and outreach.
• Responds to inquiries from staff, students, faculty and others regarding prevention programming, policies and procedures, making referrals as appropriate.
• Responsible for contract maintenance of all third party vendors, including reconciling invoice payments.
• Ensures effective office operations through maintaining supplies inventory and functionality of equipment.
• Provides financial support through reconciling payments and monitoring the department budget through Workday.
• Prepares and modifies documents including case information, exhibits, correspondence, reports, drafts and emails.
• Prepares and maintains annual reports for the Executive Director.
• Other duties as assigned.

Other Functions

Participates in special projects and may serve on various University committees as assigned. May assist with the coordination of meetings, training workshops, and travel arrangements. Serves as a member of the University level Maxient Database operational team.

Required Education, Knowledge, Skills, Abilities

• Bachelor’s degree with three years of experience or equivalent of professional experience.
• Human Services degree preferred.
• Strong & effective interpersonal communication skills.
• Demonstrated proficiency with Microsoft Office programs, Google Workspace, and Adobe Acrobat.
• Well‑organized, detail‑oriented, efficient, proactive, and ability to plan ahead.
• Demonstrated ability to successfully coordinate multiple projects in a timely manner.
• Experience in, and awareness of, the sensitivity required when interacting with a diverse community in an office that handles sensitive topics.
• Ability to produce high quality written work.
• Ability to establish credibility with a broad range of constituents, including faculty and staff, students, law enforcement officers, and others.
• Demonstrated sensitivity to and respect for individual needs.
• Ability to work efficiently and in a timely manner with little to no supervision.

Preferred Education, Knowledge, Skills, Abilities

• Demonstrated proficiency with Maxient case management system.
• Demonstrated proficiency with Workday or similar financial and human resource management system.
• Experience working in the areas of discrimination, harassment, and retaliation as it relates to civil rights and related protections.
• Experience working in the areas of TitleVI, TitleVII, TitleIX and campus sexual violence.
• Experience in a higher education environment.
• Master’s degree in sociology, social work, or other relevant areas.
• Experience with programming and education/training initiatives.
• Experience with managing/assisting individuals in crisis.

Accountabilities

Responsible for own work.

Physical Requirements

Prolonged periods of sitting at a desk and working on a computer.

This position is not eligible for sponsorship of non‑immigrant or immigrant visa status through Wake Forest University. All eligible applicants are encouraged to apply.

Additional Job Description Time Type Requirement Full time

Note to Applicant

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job‑related instructions and perform job‑related duties as may be reasonably assigned by his/her supervisor. In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact [e-mail] or [phone].

About WFU

Wake Forest University, formed in 1834, has experienced decades of growth and innovation. WFU is a distinctive university that combines a liberal arts core with graduate and professional schools and innovative research programs. The University embraces the teacher-scholar ideal, which prizes the personal interaction between students and faculty. It is a place where exceptional teaching, fundamental research and discovery, and the engagement of faculty and students in the classroom and the laboratory are paramount. Wake Forest University is a community that seeks the enlightenment and freedom which come through diligent study and learning. Its higher goal, however, is to give life to the University motto “Pro Humanitate,” as members translate a passion for knowledge into compassionate service. The community shares a tradition that embraces freedom and integrity and acknowledges the worth of the individual. The heritage, established by the school's founders and nurtured by succeeding generations, promotes a democratic spirit arising from open‑mindedness and discourse. Wake Forest fosters compassion and caring for others. Its collective strength and character are derived from the values and distinctive experiences of each individual; therefore, it affirms the richness of human intellect and culture and its contribution to knowledge, faith, reason, and dialogue. Furthermore, it strives toward a society in which good will, respect, and equality prevail. To that end, Wake Forest University rejects hatred and bigotry in any form and promotes justice, honor, and mutual trust. The University is comprised of: the undergraduate college, Graduate School of Arts and Sciences, School of Business, School of Divinity, School of Law, and School of Medicine (located on the Bowman Gray campus with Wake Forest University Baptist Medical Center) and today enrolls about 4,846 undergraduates and 2,823 students in graduate programs at its principal location, the Reynolda campus. Students at Wake Forest University enjoy a great deal of access to and interaction with world‑class faculty both in and out of the classroom setting with a student‑faculty ratio of 11:1. Wake Forest employs approximately 2,772 full and part‑time faculty and staff. Wake Forest is a collegiate university offering a vibrant, intellectual community with a rich cultural life, an impressive array of facilities, and a strong athletics program competing in the fifteen‑team Atlantic Coast Conference (ACC). Since its founding, the university has adopted the motto “pro humanitate,” which is exemplified by a deep institutional commitment to public service and engagement with the world. Wake Forest has a strong commitment to holistic, eight‑dimensional well‑being for students, faculty and staff as evidenced in the Thrive initiative. Winston‑Salem, North Carolina Wake Forest is located in Winston‑Salem, North Carolina, a beautiful, mid‑sized city centrally located in the Piedmont‑Triad region of North Carolina. Winston‑Salem is a family‑friendly city with high quality schools, numerous outdoor recreational activities and events, and is known for its vibrant and thriving arts scene. Winston‑Salem residents enjoy close proximity to the beautiful Blue Ridge Mountains (1.5 hours) and Atlantic beaches (4 hours), a moderate climate with four distinct seasons, a very reasonable cost of living, and an eclectic variety of restaurants, wine bars, and breweries for dining with friends and family. Winston‑Salem offers many of the amenities of a large city but with the sense of community and quality of life of a smaller town.