Hearing, Appeals, and Project Specialist

Job Description

The Civil Rights Compliance office has an outstanding opportunity for a Hearing, Appeals, and Project Specialist to join their team

About this Opportunity

Reporting to the Hearing Officer, the Hearing, Appeals, and Project Specialist is responsible for providing essential support to the Hearing Officer, Appeals Officer, and other CRC teams, performing and managing professional-level operational functions that are essential to unit and program responsibilities, projects, and operations. This position will facilitate and support the administration of hearings in student and employee conduct proceedings conducted under the Administrative Procedures Act and University policy, including complex and highly sensitive matters under Title IX, to ensure that procedural requirements are met and to serve as the front-line contact and communication conduit for all participants.

In addition, this position will facilitate and support the employee appeals process under Executive Order 81, and manage and complete projects for CRC teams relating to, among other things, records and records management, reporting, data identification and analyses, processes and workflows, and other high-level or complex initiatives. This position will report to the Hearing Officer, with project oversight provided by other CRC leadership as appropriate.

Key Responsibilities:

Management and operational oversight - Hearings and Appeals (70%):

• Manage the day-to-day operations related to Hearings and hearing proceedings, and the operations required for appeals under EO 81 and its companion procedures;
• Develop administrative systems, document processes, and create and update standard operating procedures to support effective management of cases;
• Develop metrics for measuring successful operations of the hearings and appeals. Assess findings and lead process improvement efforts. Regularly evaluate and assess processes and protocols to gauge effectiveness and pinpoint opportunities for refinement or enhancement;
• In accordance with the Administrative Procedures Act and related policies and procedures, engage with the hearing officer to provide direct leadership in the extensive planning, organizing, managing, and monitoring regarding individual Title IX and other conduct cases and the conduct process overall;
• Strategize, manage, and monitor the scheduling of hearings and related process steps
• Lead and direct communications related to both the hearing and employee appeals processes. Draft, edit, and review procedural notices and email communications to participants in the processes; ensure compliance and proper discretion in managing flow of communication and documentation.
• Refine and operate an effective system for managing and retaining records of proceedings consistent with APA and other requirements;
• Independently review and analyze incoming case materials for potential conflict of interest, ex parte communication, and other confidential matters; flag potential concerns to address directly or escalate, as appropriate;
• Manage direct contact with witness participants as well as assist the hearing officer in communications with hearing participants, and manage contact with parties to an appeal as well as assisting the appeals officer with communications to those parties and the department.
• Use and adapt to various technologies, systems, software and other tools to enable witnesses' participation;
• Attend all hearings and independently manage logistics and technology needed to run hearing processes, particularly during hearings, to prevent access problems, mitigate risks and disruptions, and ensure compliance with the APA and other requirements;
• Maintain up-to-date and accurate case management records for all hearings. This includes timely creation, update, and closure of cases in the case management system, and entry of relevant case decisions and documentation.
  • Engage in communications and collaboration with University process partners regarding the Title IX and student conduct hearing process;
  • Engage in communications with University process partners regarding employee appeals; and
• Provide assistance and expertise to all areas of the University in need of information regarding the administrative hearing process, related student and employee conduct matters, and employee appeals.

Project Management - Civil Rights Compliance Office (30%):

• Provide strategic project management and project execution activities for CRC;

• Lead assigned efforts in mapping and revising complex University processes and practices in collaboration with colleagues to advance enterprise-wide change management, decision-making, and continuous improvement, including creating and managing plans to operationalize recommendations from audits and other reviews;

• Independently plan, prioritize, manage and complete short- and long-term unit and office projects, including, but not limited to, assignments relating to data and document identification, organization, and storage, ad hoc and annual reporting, data compilation and analyses, records retention and management, and other identified project needs and initiatives in CRC at the direction of Assistant Vice President (AVP) for Civil Rights Compliance or her designee. Perform other duties and projects as assigned.

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

• Bachelor’s degree and at least three years of demonstrated success working in a complex environment;
• Demonstrated ability to exercise independent judgment, critical thinking, and discretion in the handling of important communications and materials;
• Demonstrated experience with comprehensively and effectively composing documents, ranging from emails and letters to reports, memorandums, and other correspondence;
• Ability to interact with others tactfully and helpfully and maintain a calm manner in stressful situations while maintaining neutrality;
• Ability to communicate clearly and to adapt communication styles and approaches based on the type of work and audience involved;
• Ability to proofread for grammar and accuracy and to edit for clarity;
• Ability to independently manage tasks, capacity, and workload, tracking a variety of responsibilities in supporting multiple teams, and to accurately assess and communicate one’s own work capacity;
• Excellent working knowledge of Microsoft Office Suite (Outlook, Word and Excel) and Adobe Acrobat software;
• Ability to quickly learn and adapt to new workflows, processes, and systems;
• Demonstrates initiative and problem-solving skills when faced with issues and escalates after attempts have been made to solve; and
• Strong organizational skills and efficient work habits.

About the Team

Compliance and Risk Services (CRS) serves the University, its mission, and its community by providing enterprise-wide leadership and professional expertise and services relating to key compliance areas and risk management. The Civil Rights Compliance Office (CRC) within CRS is responsible for compliance with civil rights laws and University policy. Federal and state laws collectively prohibit discrimination based on protected characteristics, including age, citizenship, disability, national origin or shared ancestry, race, sex, gender, veteran status, and more.

Compensation, Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Shift:

Temporary or Regular?

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.

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