Intake Coordinator/Case Manager

Cal Poly Pomona; Pomona (CA); On-site; USD 60,000 - 84,000; Full time

Job summary

Cal Poly Pomona is seeking an Intake Coordinator/Case Manager in Pomona, CA. The role involves serving as the first contact for inquiries, assessing reports, and coordinating the Office of Equity and Compliance (OEC) processes.

You will manage case files and support investigations under Title IX and related policies. The position requires a Bachelor's degree (or equivalent) and about five years of combined education and experience in equity, discrimination, harassment, and case management.

Qualifications

• Bachelor's Degree or equivalent experience.
• Five years of education and experience with Title IX, discrimination, harassment, and retaliation processes.
• Ability to exercise good judgment in decision-making and problem solving.
• Strong written and interpersonal communication skills.
• Experience with data collection and analysis techniques.

Responsibilities

• Intake and outreach to field inquiries and assess reports.
• Manage case files and real-time updates in the case management system.
• Prepare official notices and facilitate informal resolutions.
• Coordinate hearings and manage logistics.
• Ensure compliance with FERPA, HIPAA, and related regulations.

Skills

Judgment

Interpersonal communication

Written communication

Data analysis

Case management

Education

Bachelor's Degree or equivalent experience

Job description

Intake Coordinator/Case Manager

Job No: 561454

Work Type: Staff

Location: Pomona

Categories: Confidential, Administrative, Probationary, FullTime, On-site (work in-person at business location)

Type of Appointment: Full Time, Probationary

Job Classification: Confidential AdministrativeSupport III

Anticipated Hiring Range: $5,357 - $7,500 permonth

Work Schedule: Monday - Friday; 8:00am -5:00pm

THE DEPARTMENT

The President is the Chief Executive Officer of the University andis responsible for all operational and strategic aspects of theUniversity, including student recruitment, retention andgraduation; academic policies and programs; state and non-stateoperating budgets; personnel policies and procedures; externaloutreach, collaboration and fund raising. The Office of Equity andCompliance (OEC) serves to ensure adherence to Federal and Statelaws, regulations, and CSU policies and procedures.

DUTIES AND RESPONSIBILITIES

Intake and Outreach

• Serves as the first point of contact to field and assess allinquiries, reports and complaints submitted to OEC.
• Prepares written correspondence to promptly conduct outreach toindividuals alleging prohibited conduct under the CSU Non-discrimination policy.
• Conducts trauma-informed intake meetings with parties to shareinformation about rights, resources, options, and explain the OECadministrative process.
• Assesses and triages reports to determine the most appropriateaction, including whether the reported information falls withinOEC's purview or requires referral to another campus entity.
• Screens reports submitted by phone, walk-ins or through theonline incident report process alleging discrimination, harassment,retaliation, or sexual misconduct.
• Assesses the immediate safety concerns of impacted parties andassists in the coordination of supportive measures, including butnot limited to, no-contact directives, academic and housingaccommodations or referral to on/off-campus resources.
• Collaborates with campus partners to determine the mostappropriate action on matters outside of OEC jurisdiction.
• Conducts preliminary investigative work, including assessingreported concerns, providing recommendations, assisting withfacilitation, and reviewing referral letters, memorandums, notices,and other documentation for accuracy prior to distribution.
• Facilitates informal resolutions as needed.
• Interprets and applies applicable laws and University policiesto support the timely and compliant implementation of OEC processesand procedures.

Case Management/Reporting

• Manages the case management system, including creating datafields and creating, updating, and closing cases.
• Collaborates with Complaint Resolution Managers to ensurerelevant case information, reports, and documents are appropriatelyorganized and maintained, including real-time case updates.
• Creates and monitors case files, ensuring completeness andcompliance with internal file retention protocols.
• Reviews and recommends revisions as needed to internaloperating procedures for the intake and outreach processes.
• Serves as a primary point of contact for the department on allmatters related to the case management system.
• Assists the Associate Vice President & Title IXCoordinator/OHR Administrator in quality control of case data inthe appropriate databases.
• Generates clear and concise reports to assist management inidentifying and responding to patterns and trends.
• Tracks Clery reportable incidents and submits CSA reports asneeded.
• Collaborates with the Clery Coordinator to provide datarequired for the Annual Security Report.
• Responds to inquiries regarding OEC policies and procedures,case status, complaint and investigation processes, appeals,sanctions, disciplinary proceedings, hearings, and available on-and off-campus resources
• Assists with public records requests by serving as the liaisonbetween the requesting party and OEC; reviewing and redactingdocuments as appropriate in compliance with FERPA, HIPAA, and otherstate and federal regulations.

Investigative Support

• Attends interview meetings with Investigators to accuratelytranscribe statements provided by parties and witnesses involved inthe formal investigation process.
• Prepares official interview statements for Preliminary andFinal Investigation Reports.
• Drafts official notices for parties involved in an OECresolution process as required by the CSU NondiscriminationPolicy.
• Works with parties to initiate and facilitate the InformalResolution.
• Assists Investigators in responding to agency complaints withCA Civil Rights Department, Office of Civil Rights, and EqualEmployment Opportunity Commission.

Hearing Coordination

• Serves as the primary Hearing Coordinator for cases set forhearing involving sexual misconduct.
• Coordinates sexual misconduct hearings with the Chancellor'sOffice and campus partners, including scheduling hearings,notifying parties and witnesses, providing materials to the HearingOfficer, coordinating videoconferencing, and managing relatedlogistics. Serves as liaison between the parties and HearingOfficer regarding procedural matters and applies relevant CSUrequirements and applicable legislation governing the hearingprocess.

QUALIFICATIONS

• Bachelor's Degree - Or equivalent experience.
• A combination of five years of education and experience withTitle IX, discrimination, harassment, and retaliation processes,and case management.
• Ability to exercise good judgment in decision-making andproblem solving.
• Ability to research, gather, analyze and summarize informationfor complex data projects.
• Ability to synthesize and present information clearly andconcisely in written, visual, and verbal formats.
• Expert knowledge in data collection and analysis techniques;statistics or social science research techniques; knowledge ofcommon organization-specific computer application programs;knowledge of organizational principles and procedures involved inhandling sensitive data.
• Working knowledge of operational and fiscal analysis andtechniques.
• Ability to take initiative and independently coordinate,organize, plan and perform work in various situations wherenumerous and diverse demands are involved.

PREFERRED QUALIFICATIONS

• Three years of experience in a professional work setting,preferably in a higher education environment.
• Experience working in a confidential environment and supportinga high volume of interactions with staff and campusdepartments.
• Exceptional interpersonal and written communication skills, andthe ability to work effectively and independently under pressurewith defined time constraints.
• Ability to multitask and demonstrate sound judgment,discretion, decision-making, flexibility, and insight under a widerange of complex and evolving circumstances.
• Thorough knowledge of standard office procedures; comprehensiveknowledge of university policies and procedures, particularlyaround equity and inclusion, and the ability to interpret and applysuch policies and procedures independently to resolve problems,recommend solutions, and support the effective administration ofequity and compliance programs.

Out of State Work

The California State University (CSU) system is a network oftwenty-three public universities providing access to a qualityeducation through the support of California taxpayers. Part ofCSU's mission is to prepare educated, responsible individuals tocontribute to California's schools, economy, culture, and future.As an agency of the State of California, the CSU's businessoperations almost exclusively reside within California. The CSUOut-of-State Employment Policy prohibits hiring employees toperform CSU-related work outside California. For more information, go to CaliforniaState University Out-of-State Employment Policy.

Background Check

Cal Poly Pomona will make a conditional offer of employment tofinal job candidates, pending the satisfactory completion of abackground check (including a criminal records check). Theconditional offer of employment may be rescinded if the backgroundcheck reveals disqualifying information, and/or it is discoveredthat the candidate knowingly withheld or falsified information. Indetermining the suitability of the candidate for the position, CalPoly Pomona will give an individualized assessment to anyinformation that the applicant submits for consideration regardingthe criminal conviction history such as the nature, gravity andrecency of the conviction, the candidate's conduct, performance orrehabilitation efforts since the conviction and the nature of thejob applied for. For more information, go to CaliforniaState University Background Check Policy.

Education Code 89521 Requirements

Applicants will be required to disclose whether they have receiveda final administrative decision or final judicial decisiondetermining that they have committed sexual harassment within thelast 7 years only after a determination is made that they meet theminimum qualifications for the position, and before an offer ofemployment is extended. Applicants who reach the final stages ofthe application process must also sign a release form thatauthorizes the release of information by the applicant's currentand/or former employers to the CSU concerning any substantiatedallegations of misconduct.

CSU Classification Salary Range

The CSU Classification Standards for this position are located onthe CSU Classification Standards website. The CSU Salary Scheduleis located on the CSU Salary Schedule website. The classification salary rangefor this position according to the respective skill level is:minimum $5,357 and maximum $13,360 per month. Please refer to theanticipated hiring range for the appropriate salary rate for thisparticular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to workin the United States. In compliance with federal law, all personshired will be required to verify identity and eligibility to workin the United States and to complete the required employmenteligibility verification form upon hire. For more information, gothe I-9Acceptable Documents website.

University Driving Requirement

Positions that require driving for university business by using apersonal or state vehicle must comply with the AuthorizedUniversity Driver Policy. Driving records are monitored andevaluated by the Risk Management Department. The Risk ManagementDepartment evaluates a good driving report based on the followingcriteria. The driver must: 1. Have a valid California or otherState Driver's license. 2. Have no more than 3 motor vehicleviolations or been the cause of 3 accidents in a 12-month period(or any combination of 3 thereof) 3. Not have more than 3 DMVPoints, if their license is Class C or, 4. Not have more than 5 DMVPoints, if their license is Class A, B, or C with endorsements. Formore information, go to Authorized University Driver Policy.

Conflict of Interest

This position is a "designated position" in the California StateUniversity's Conflict of Interest Code. The successful candidateaccepting this position is required to file financial interestdisclosure forms subject to state regulations. For moreinformation, go to Conflict of Interest policy.

Child Abuse/Neglect Reporting Act (CANRA)

The person holding this position is considered a "mandatedreporter" under the California Child Abuse and Neglect ReportingAct and is required to comply with the requirements set forth inCSU Executive Order 1083 as a condition of employment. Read more atthe CaliforniaChild Abuse and Neglect Reporting Act policy.

Security & Fire Safety

In compliance with state and federal crime awareness and campussecurity legislation, including the Jeanne Clery Campus Safety Act,California Education Code section 67380, and the Higher EducationOpportunity Act (HEOA), Cal Poly Pomona's Annual Security Reportand Annual Fire Safety Report are available for viewing at Cal PolyPomona's Annual Security Report and Cal Poly Pomona's Annual Fire Safety Report.

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or inany other manner discriminate against employees or applicantsbecause they have inquired about, discussed, or disclosed their ownpay or the pay of another employee or applicant. For moreinformation, see the Pay Transparency Nondiscrimination Provision poster.

Reasonable Accommodation

We provide reasonable accommodations to applicants and employeeswith disabilities. Applicants with questions about access orrequiring a reasonable accommodation for any part of theapplication or hiring process should contact the ADA Coordinator byemail at [e-mail]. Formore information, go to Employment Notices.

Equal Employment Opportunity

Consistent with California law and federal civil rights laws, CalPoly Pomona provides equal opportunity in employment withoutunlawful discrimination or preferential treatment based on race,sex, color, ethnicity, or national origin. Our commitment to equalopportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in an university environment and in their communities. Cal Poly Pomonacomplies with Title VI of the Civil Rights Act of 1974, Title IX ofthe Education Amendments of 1972, the Americans with DisabilitiesAct (ADA), Section 504 of the Rehabilitation Act, the CaliforniaEquity in Higher Education Act, California's Proposition 209 (Art.I, Section 31 of the California Constitution), other applicablestate and federal anti-discrimination laws, and CSU'sNondiscrimination Policy. We prohibit discriminatory preferentialtreatment, segregation based on race or any other protected status,and all forms of discrimination, harassment, and retaliation in alluniversity programs, policies, and practices.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices web page.