University Wide Committee Coordinator
With limited direct supervision and the highest levels of discretion and confidentiality, plan and coordinate the day-to-day administrative functions of the University-Wide Committee on Sexual Misconduct ("UWC"). Serve as the liaison for the UWC Secretary, Associate Secretary and Chair when in contact with UWC members, parties, panelists, hearing officers, investigators, advisors, faculty, staff and students.
Key Areas of Focus include:
- Work closely with the UWC Secretaries and Chair to coordinate and maintain the professional and effective day-to-day operations of the UWC. Support the work of the UWC based on a thorough knowledge of the Committee's procedures, policies and practices.
- Represent the UWC professionally and with care in interactions with faculty, students, administrators, staff and outside constituents. Greet visitors professionally and sensitively. Answer and screen telephone calls.
- Schedule and support UWC formal hearings. This includes: managing extensive correspondence with parties, advisors, panelists, investigators, etc.; receiving and organizing supporting documents and evidence for formal hearings, and transmitting same to panelists, parties, investigators; scheduling UWC formal hearings by coordinating availability of panelists, parties, advisors and witnesses; securing forums and preparing audio, video and other remote access to proceedings.
- Coordinate annual training and other continuing education of UWC members and others (e.g., Title IX Coordinators, SHARE Center, YPD Sensitive Crimes and Support Unit).
- Schedule and coordinate meetings and appointments for UWC Secretaries and Chair.
- Format, proofread, and edit letter templates and reports as requested. Assemble attachments and other corresponding materials to investigative and panel reports. Review outgoing material for completeness and accuracy.
- Track numerous deadlines to help ensure compliance with UWC Procedures.
- Prepare and manage official UWC correspondence relating to hearings, meetings and training sessions, including distributing confidential reports related to UWC hearings.
- Maintain with the utmost care and attention to detail the confidential files and communications of the UWC in accordance with established UWC procedures, including records of complaints received, actions taken, primary and supplementary documents and evidence, investigator and panel reports, hearing minutes, decisions and appeals.
- Research and succinctly summarize best practices in adjudication of Title IX formal complaints and related processes. Engage in other research assignments for the UWC as needed.
- Coordinate UWC membership in collaboration with the UWC Secretaries and Chair.
- Monitor expenditures and reconcile financial statements of UWC Office. Assist the UWC Secretary in organizing and preparing supporting documents related to the office budget.
- Participate in other duties as assigned such as arranging travel, conference registration, room reservations and catering.
- Order and maintain inventory of supplies. Perform other functions incidental to office activities.
- Maintain spreadsheets summarizing case outcomes.
1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities. 2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements. 3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work. 4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports. 5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material. 7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.
Required Education and Experience
Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.
Required Skill/Ability 1:
Demonstrated strong organizational skills with the ability to effectively prioritize work, multi-task and meet deadlines in a team-centered, time-sensitive environment.
Required Skill/Ability 2:
Demonstrated advanced proficiency with interpersonal communication, including the ability to communicate effectively and sensitively with internal/external parties, including the UWC Chair Secretaries, parties, members of the Office of the General Counsel, panelists, investigators, hearing officers, advisors, decision makers, faculty, staff & students.
Required Skill/Ability 3:
Demonstrated strong service orientation and professionalism. Proven ability handling highly confidential and sensitive information and the ability to pay careful attention to detail and accuracy in all UWC matters.
Required Skill/Ability 4:
Demonstrated ability to independently identify and solve problems with multiple stake holders under time-sensitive deadlines. Ability to exercise strong independent judgment and initiate and complete tasks with minimal supervision.
Required Skill/Ability 5:
Demonstrated intermediate to advanced computer skills; proficiency in Microsoft Office programs (Word, Excel, and PowerPoint), Adobe Acrobat, and Zoom, and capacity and interest to learn new programs or platforms as needed.
Preferred Education, Experience and Skills:
Bachelor’s Degree. Knowledge of Yale University policies, practices and procedures. Technological competency in social media, web design, and content development. Proficiency with audio/visual technology for live hearing logistics.
Weekend Hours Required?
Evening Hours Required?
Background Check Requirements
All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. Please visit www.yale.edu/hronline/careers/screening/faqs.html for additional information on the background check requirements and process.
The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.
Affirmative Action Statement:
Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at TitleIX@yale.edu, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: firstname.lastname@example.org.
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