CIVIL RIGHTS INVESTIGATION OFFICE SPECIALIST

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world. 

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.

Under the general direction of the Director, Civil Rights Investigation Office, the Civil Rights Investigation Office's Program Operations Specialist manages and administers the operations of the Investigations Office. 

This position requires the ability to use independent judgment, personal initiative, discretion, strong management skills, effective communication, and in-depth knowledge of the Investigation Office's operations to streamline internal operations, execute a diverse set of operations, and promote collaboration.  They report to the Director of the Civil Rights Investigation Office and also will also perform work for all of the Investigators. 

The position will be expected to acquire a working knowledge of the day-to-day operations and responsibilities of the Director of the Civil Rights Investigation Office and all types of investigations within the Civil Rights Investigation Office. Functional areas of oversight include day-to-day program operations and administrative functions, records management and retention, data integrity and maintenance, reporting on metrics and other performance monitoring, case management, and independent projects. They are also responsible for gathering, managing, summarizing, and reporting on data and records as needed.  Additionally, this position will serve as on-site supervisor of the Investigation's Office Program Coordinator and/or other administrative support staff and as a backup resource for administrative needs. 

The Program Operations Specialist needs to demonstrate proficiency in investigation and case management, as well as the capacity to understand and know when and how to apply applicable policies and regulations to perform a variety of technical tasks to manage portions of the investigation operations. This includes organizing case documents, managing witnesses, and updating and maintaining corresponding files. The position also will be required to independently navigate various legal, regulatory, and policy requirements that pertain to the various types of investigations handled by the office.  

The Program Operations Specialist must have an excellent working relationship with colleagues, an eagerness to provide effective solutions and operations support, an optimistic and flexible approach, the initiative to learn and master new skills, the ability to create effective systems and protocols, and a high degree of professional discretion and independent judgment since the work of the Investigation Office is highly sensitive.

The Programs Operations Specialist has University-wide visibility and responsibility for performing and managing professional level functions that are essential to the responsibilities, projects, and investigative work of the Investigation Office.  They are the first point of contact for individuals reaching out to the office, and they must have the polish and acumen to respond appropriately to everyone ranging from an employee in crisis to the senior administrators at the University.  The compliance and strategic loss control work of the Investigative Office has broad impact across units, departments, campuses, medical centers, all students, and all employees.  As such the Program Operations Specialist plays a critical role in supporting the University mission for teaching, research, and public service.

DUTIES AND RESPONSIBILITIES

Operational Management for the Civil Rights Investigation Office

Oversees the collection, and management of all information, during and after, all investigations within the Civil Rights Investigation Office.  Manages and tracks the outflow and inflow of critical information from the Investigations Office. Develops, strategizes, and implements process improvement.

Specific duties/responsibilities include:
• Independently manages key operational aspects of the investigative process, including, but not limited to, drafting and managing notices, collection of information, management of witnesses, coordinating report out meetings, and ensuring appropriate records of the same are in the relevant file.
• Serves as project manager for office initiatives, which includes developing work plans and timelines, tracking deliverables, coordinating with process partners, and ensuring success.
• Responsible for developing and initiating ways to improve all Investigation Office processes, forms and procedures, and establishes quality controls for office operations to ensure efficiency.  Engages in regular review and necessary updating of the same
• Identifies, compiles, selects, and organizes documents and exhibits during investigations for interviews.  Tracks such documents and materials for eventual production to the parties, for hearings, and for records retention.  Ensures appropriate evidence is shared with the parties and for hearings.
• Manages all complex scheduling tasks for investigations.
• Independently assesses all incoming communications and responds to each communication with the appropriate information and assigns the matter to the Director or Investigators based on their understanding of the situation presented.
• Provides outside counsel and the Attorney General’s Office with any necessary information to support their litigation, including the identification and production of investigative files and other documents as needed.
• Oversees the production of all records and discovery requests made to the Investigation Office, including from public records, outside counsel, Claims, and the Attorney General’s Office. This includes evaluating the request with the Investigators to identify and locate responsive documents and to produce those documents.
• Trains, mentors, and supervises the Civil Rights Investigation Office's Program Coordinator and/or other administrative support staff.  Provides backup assistance if required and coordinates with the Director and/or Investigators as necessary.
• Manages and/or overseas the organization of program information to facilitate workflow and ensure compliance with best data management practices.
• Provides technical and operational support to the Director and Investigators in the overall management of the office and investigation of allegations of discrimination.

Data and Information Generation, Tracking, and Organization

Manages data gathering and record-keeping requirements & retention protocols with the Investigation Office.  Responsible for ensuring data integrity needs are met through database oversight, including data review and auditing.

Specific duties/responsibilities include:
• Creates, manages, and maintains case files for investigations, ensuring privacy and the complete and accurate collection of records.
• Audits information and records entry into relevant databases.
• Applies independent judgement in determining what data is necessary to generate, and generates that data to present to senior and executive leaders, and to support programmatic goals and decision making for the Director and other partners.
• Assesses, tracks, and monitors all applicable document holds, including litigation and claims holds.
• Manages records retention protocols and schedules for compliance functions within the Investigation Office.

Special Projects

• Drives effective and frequent communication and collaboration across the University to accomplish any strategic goals and further the mission of the office.
• Establishes and maintains a strong network of working relationships across the University, including administration, units, faculty, staff, and students.
• Autonomously manages multiple projects with varying timelines, resources, and priorities.
• Identifies and executes special projects as needed in the Investigations Office and as may be assigned by Director.
• Other general technical and administrative support, duties and projects as assigned.

MINIMUM REQUIREMENTS

Bachelor's degree and 3 years of accumulated professional experience.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

ADDITIONAL REQUIREMENTS

•  Understanding of technology and systems such as databases, spreadsheets, word processing, Outlook, and desire to learn new systems or software to help improve workflow
•  Skills in exercising independent judgment, problem-solving and decision-making, and working under minimal supervision to organize and prioritize and competing deadlines
•  Strong customer service orientation and ability to provide efficient response to time-sensitive requests
•  Project and data management expertise and experience
•  Self-motivated and focused while demonstrating a positive demeanor
•  Demonstrated ability to collaborate and work well with people throughout all levels of an organization
•  Outstanding oral communication skills
•  Excellent written communication skills, with special attention to spelling and grammar
•  Expertise in following administrative procedures and compliance requirements
•  Ability to exercise sound judgment in making decisions
•  Demonstrated ability to carry out responsibilities effectively while maintaining a high level of discretion and confidentiality
•  High level of diplomacy and tact
•  Ability to maintain high-quality, accurate work while working in a high pressure environment with tight deadlines
•  Meticulous organization skills and ability to track and manage details

DESIRED QUALIFICATIONS

• A paralegal degree, work in a legal setting, knowledge of legal terminology, and/or legal/administrative procedures
• Experience managing projects
• A working knowledge of higher education administration
• Experience and training in document management
• Demonstrated commitment to serving a diverse population with competence and cultural sensitivity

WORKING ENVIRONMENT

Office and classroom environments; some travel required. The ability to multi-task, independently prioritize work, and manage a complex and varied workload is critical. Proven organizational skills are a necessary component of the work.

Application Process: The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you log into your “My Jobs” page. If you choose to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.