Operations Manager & CARE Case Coordinator

Assumption University; Worcester (MA); On-site; USD 45,000 - 65,000; Full time

Job summary

Assumption University in Worcester, MA is seeking an Operations Manager & CARE Case Coordinator to provide administrative coordination for the CARE Team, manage cases in Maxient, ensure timely communication, and maintain accurate, confidential documentation.

The role supports students by facilitating connections to campus and community resources, coordinating CARE Team meetings, and overseeing office operations within Counseling Services, Residential Life, and Community Standards, while

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 2–3 years of progressively responsible administrative or office management experience.
• Strong organizational, project management, and customer service skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities with attention to detail.
• Ability to exercise sound judgment and maintain confidentiality.

Responsibilities

• Provide administrative support for the CARE Team by managing student cases within the Maxient case management system.
• Create, maintain, update, and close student cases; enter case information, upload supporting documentation, and maintain accurate, confidential electronic case records.
• Monitor case activity, deadlines, and follow-up tasks; assist with student outreach and case coordination as directed.
• Coordinate CARE Team meeting logistics, including agendas, case assignments, meeting materials, documentation, and follow-up actions.
• Maintain Maxient report forms, workflows, categories, tags, and data fields; generate reports and statistical data to support assessment, compliance, trend analysis, and annual reporting.
• Assess and triage CARE reports and create intervention and follow up plans to address student concerns.
• Coordinate daily administrative operations of the Counseling Services, Residential Life, and Community Standards suite, including office equipment, supplies, and reception operations.
• Serve as a primary point of contact for students, families, faculty, staff, and visitors, fostering a welcoming and responsive environment.
• Support Counseling Services with intake coordination through the Medicat portal and assist with scheduling for the telehealth space.
• Assist Community Standards with organization of electronic case records in Maxient and with scheduling meetings and hearing logistics.
• Assist with core administrative tasks tied to housing operations, including room assignments, check-in/check-out coordination, and key distribution.
• Process student housing and ID card access records in coordination with Facilities and the StarRez housing platform.

Skills

Organizational skills

Project management

Customer service

Written and verbal communication

Multitasking

Confidentiality

Education

Bachelor's degree

Tools

Maxient

Medicat

Job description

Description

The Operations Manager and CARE Case Coordinator provides administrative coordination for the

University's CARE Team, ensuring efficient case management, timely communication, accurate

documentation, and coordinated follow-up for students of concern. The position manages CARE case

workflows, documentation, communication, reporting, and follow-up while serving as a central point of

coordination among students, faculty, staff and campus partners.

While the position is primarily administrative, the Operations Manager & CARE Case Coordinator also

serves as a supportive resource for students by assisting them in navigating facilitating connections to

appropriate campus and community resources, coordinating follow-up communication, and helping

ensure students receive timely access to available support services. The coordinator works

collaboratively with CARE Team members to promote continuity of care, maintain accurate and

confidential case records and support the University's multidisciplinary approach to student well-being.

Supervised by the Director of Counseling and housed within the Counseling Services, Residential Life,

and Community Standards suite, the Operations & CARE Case Coordinator plays a key role in managing

the administrative infrastructure within the suite. Ensuring efficient office operations, coordinating

administrative workflows, operational processes, and serving as the primary administrative resource.

Primary Responsibilities:

CARE Team

• Provide administrative support for the CARE Team by managing student cases within the Maxient case management system.
• Create, maintain, update, and close student cases; enter case information, upload supporting documentation, and maintain accurate, confidential electronic case records.
• Monitor case activity, deadlines, and follow-up tasks; assist with student outreach and case coordination as directed.
• Coordinate CARE Team meeting logistics, including agendas, case assignments, meeting materials, documentation, and follow-up actions.
• Maintain Maxient report forms, workflows, categories, tags, and data fields; generate reports and statistical data to support assessment, compliance, trend analysis, and annual reporting.
• Assess and triage CARE reports and create intervention and follow up plans to address student concerns.

The CARE Case Coordinator will build strong relationships with students, supporting them through challenges, connecting them to appropriate campus and community resources, and promoting growth in self-advocacy. The Case Manager must also be approachable and collaborative and they will:

Suite Administrative Operations

• Coordinate daily administrative operations of the Counseling Services, Residential Life, and Community Standards suite, including office equipment, supplies, and reception operations. Serve as a primary point of contact for students, families, faculty, staff, and visitors, fostering a welcoming and responsive environment.
• Support Counseling Services with intake coordination through the Medicat portal and assist with scheduling for the telehealth space.
• Assist Community Standards with organization of electronic case records in Maxient and with scheduling meetings and hearing logistics.

Residential Life Support

• Assist with core administrative tasks tied to housing operations, including room assignments, check-in/check-out coordination, and key distribution.
• Process student housing and ID card access records in coordination with Facilities and the StarRez housing platform.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Sitting, standing, walking, and bending are required of this position. Use of a computer keyboard and computer screen for periods of time with close vision and the ability to adjust visual focus plus manual dexterity are required.

MENTAL DEMANDS:

The mental demands described are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Examples of mental demands include reading (documents), detailed work, confidentiality, language, math, reasoning, oral communications, written communications, customer contact, multiple concurrent tasks, constant interruptions, and performing calculations when necessary.

About Assumption University: St. John Paul II wrote: “Man’s creation by God ‘in his own image’ confers upon every human person an eminent dignity; it also postulates the fundamental equality of all human beings.” Assumption University recognizes the essential contribution of a diverse community of students, staff, and faculty and condemns all forms of harassment, discrimination, and disrespect. As such, and in compliance with the requirements of federal law and/or the laws of the Commonwealth of Massachusetts, Assumption University prohibits discrimination on the basis of race, color, national origin, religion, disability, age, veteran status, marital status, gender, gender identity, sexual orientation, and pregnancy, as well as other legally protected status, in admission to, access to, treatment in, or employment in its programs and activities, except where such conditions may constitute bona fide qualifications for the programs or activities in question.

Requirements

• Bachelor's degree or equivalent combination of education and experience.
• Two to three years of progressively responsible administrative or office management experience.
• Demonstrated organizational, project management, and customer service skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities while maintaining exceptional attention to detail.
• Demonstrated ability to exercise sound judgment and maintain confidentiality.

Preferred Qualifications:

• Experience working in higher education, student affairs, counseling, or related settings.
• Technology proficiency, specifically experience using Maxient and Medicat.
• Experience supporting multidisciplinary teams and collaborative initiatives.
• Previous experience with CARE team case coordination