JOB DESCRIPTION:

Reporting to the Director of Title IX and Equal Opportunity and the Chief Risk and Compliance Officer, the Administrative Associate will be responsible for supporting two departments, the Office of Equal Opportunity & the Department of Risk Management and Compliance. This position serves two primary functions: 

1. Providing support to the Offices of Title IX and Equal Opportunity and Department of Risk Management and Compliance by (a) overseeing the organization and control of materials and information that flow through the two departments and making initial judgments regarding the nature of the urgency, sensitivity, and importance of the visitors or issues that arise; (b) screening mail/telephone calls/the general office email box and directs requests to appropriate individuals and follows-up on replies; and (c)  Utilize a case management database and other filing methods to maintain records of all matters overseen by the office. Assignments for both offices involve work of a confidential or complex nature, requiring considerable discretion, judgment and diplomacy.  Work produced by the office must adhere to the highest standards for quality, accuracy, and credibility.
2. Providing a welcoming, calm environment and politely greeting all incoming visitors to the Office of Title IX & Equal Opportunity. Community members may have experienced or been accused of engaging in sexual violence, discrimination or harassment and it is imperative that the Assistant engages them with tact and care.

Major Areas of Responsibility:

Title IX and Equal Opportunity

• Serves visitors by greeting, welcoming, and directing them appropriately, including providing resource guide.
• Coordinates the logistics of the complaint adjudication process on behalf of the investigator by ensuring timely scheduling of interviews, meetings, hearings, and panels. Prepare case materials and forms for parties and panelists to review. During hearing, coordinate witness and party participation over zoom or in person. 
• Ensures the proper management of department case files and continually updates records. Draft, proofread, file and prepare routine correspondence to provide updates to parties involved with each case as directed. Sends various case related communications utilizing pre-established communication templates. 
• Gather, organize and maintain data in databases, spreadsheets and other technical applications. Assist in preparing data, reports and infographics. 
• Department of Risk Management and Compliance 
• Schedule appointments and meetings, providing and coordinating necessary materials and communications for the Chief Risk and Compliance Officer (CRCO);
• Prepare printed and written materials, as directed by CRCO; 
• Gather, organize and maintain insurance, claims, and risk management data in websites, databases, spreadsheets and other technical applications. Assist in preparing data, reports and infographics. 
• Make travel arrangements, prepare itineraries, logistics and materials for the CRCO;
• Arrange for regular and timely mail pick up; open and organize office mail and distribute to the appropriate people; 
• Prepare correspondence, reports and other documents as needed by the CRCO; 
• Update policies, procedures, plans, SOPs and other internal and external documents, as requested by the CRCO;
• Implement updates to campus websites; 
• Perform other duties as requested; 

Overlapping Areas of Responsibility 

• Observe meetings, prepare meeting agendas, and produce detailed meeting minutes or transcripts as requested.
• Assists with the management of budgets, including processing payments and reimbursement requests. Make purchases and executes contracts/purchase orders. 
• Develop communication materials, including brochure and flyer creation, infographics, presentation slide decks or other materials as requested and coordinate distribution.  
• Provide training and event support by coordinating space and service availability (such as technology, catering, participant tracking and distribution of materials), advertising and organizing subsequent assessment and feedback from participants. Interface with vendors, campus departments and student groups as needed to coordinate logistics. 
• Proofread
• Participate in trainings or events related to the mission of these areas. 
• Maintain security and telecommunications system.
• Communicate with vendors to ensure timely delivery, service and repair of office materials and resources.
• Maintain travel records, receipts, purchase records and credit card documentation as required by College policies. 
• Performs other duties as assigned.

ADDITIONAL INFORMATION:

This is a full-time, exempt-level position. The College is committed to providing competitive market pay for its employees.  The College also offers a competitive benefits package for full-time staff, including:

• 10% College contribution to the 403(b) Retirement Plan (1 year wait waiver available)
• Hybrid work
• NEW - condensed summer 4-day work week
• Tuition benefits
• Wellness programs & ongoing Training and Development opportunities
• Generous paid time off
• Free parking and free use of the athletic/fitness facilities. 

Click here to learn more.

REQUIREMENTS:

Minimum Qualifications:

• Bachelor's Degree or equivalent in education, business administration, public policy, social work, management, human resources, legal studies or a related field.
• 3 years of administrative experience.
• Ability to multi-task and meet goals in a fast paced and dynamic environment.
• Demonstrated experience successfully working with a diverse range of individuals. Strong interpersonal skills and a desire to work collaboratively. 
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong organizational skills, ability to communicate effectively verbally and in writing to a diverse range of individuals, including all levels of employees.  

Preferred Qualifications:

• Experience in higher education setting.
• Experience in human resources or legal setting viewed favorably.
• Experience utilizing a case management database.
• 5+ years relevant experience
• Experience working with survivors of sexual violence and/or in a civil rights setting

Core Competencies: 

Skills that are required for this job and are in line with the College's mission:

• Prioritization-Ability to prioritize ongoing and new projects necessary to implementing a specific organizational program. Ability to prioritize and manage multiple tasks.
• Skill in analytical writing and effective verbal communications with internal and external parties.
• Service Oriented- Customer Service focused with skill in continuously seeking to improve the quality of services and processes. 
• Excellent Written & Verbal Communication
• Proactive Problem Solving- Initiative with resourcefulness, sound judgment and an ability to solve problems and make decisions.
• Strong Interpersonal Skills
• Flexibility and Adaptability
• Understands Risk Management and works in conjunction with personnel to uphold health and safety standards in the conduct of activities
• Strong Teamwork & Team Facilitation- supports departmental efforts through collaborative measures and sharing knowledge with others.
• Diversity and Inclusion-Understands the importance, values and respects diversity as an individual, in a team and within groups while fostering an inclusive and supportive environment.

To mitigate the spread and effects of COVID-19, and as an integral part of its public health and safety measures, College of the Holy Cross requires that all successful applicants show proof of full, up-to-date vaccination (including a booster dose once eligible) by an FDA-approved COVID-19 vaccine before beginning employment, unless an accommodation exempting the applicant from this policy has been granted.  Applicants who wish to request an accommodation based on a disability or sincerely-held religious belief should inform Human Resources after an offer of employment is extended; please do not include any medical, genetic, or religious information in your application materials.