Administrative Associate - College of the Holy Cross

Reporting to the Associate Vice President of Title IX and Equal Opportunity and the Associate Vice President for Risk and Compliance, the Administrative Coordinator 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:

• 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.

• 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 guides.

• 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.

Risk and Compliance

• Policy Development Process: Coordinate the Policy Advisory Team, including receiving, reviewing, and organizing new and revised policies. Collaborate with team members to ensure policies are comprehensive and effective. Regularly update the policy website as appropriate to reflect new and revised policies.

• Youth Protection: Receive and review applications from individuals seeking permission to work with youth under the organization's youth protection policy. Ensure all applications are complete and meet the necessary requirements. Address any questions or concerns from applicants regarding the youth protection policy.

• Benchmarking: Conduct benchmarking from other institutions of higher education regarding best practices in areas related to risk management, emergency management, compliance, and other areas.

• EHS: Help coordinate the College's environmental health and safety compliance program, as needed.

• Office responsibilities: Make travel arrangements, prepare itineraries, and complete and submit travel reimbursements; 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 AVPRC;

• Other functions as required.

Overlapping Areas of Responsibility

• Observe meetings, prepare meeting agendas, and produce detailed meeting minutes or transcripts as requested.

• Gather, organize and maintain data in databases, spreadsheets and other technical applications. Assist in preparing data, reports and infographics.

• Assists with the management of budgets, including processing payments and reimbursement requests. Make purchases and execute 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 training or events related to the mission of these areas.

• Maintain security and telecommunications systems.

• 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.

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 multitask 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 a 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

ADDITIONAL INFORMATION:

This is a full-time, non-exempt position with a daily on-campus schedule. 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:

• Defined Contribution Pension Plan

• Tuition & Education benefits

• Wellness programs & ongoing Training and Development opportunities

• Generous paid time off

The College is an Equal Employment Opportunity Employer and complies with all Federal and Massachusetts laws concerning Equal Opportunity and Affirmative Action in the workplace.

To review our Employee Benefit Options, please go to: https://www.holycross.edu/human-resources/benefits

In your cover letter please address how your work might support the College's commitment to inclusive excellence (https://aspire.holycross.edu/inclusive-excellence). Please provide examples of how you have integrated diversity, equity, inclusion and belonging into your past work. For more information, please visit http://holycross.edu/diversity.

Review of applications will begin as received and continue until the position has been filled.

The College also provides reasonable accommodations to qualified individuals with disabilities during the hiring process in compliance with law. Please contact Merrilee Grenier, Senior Associate Director of Employee Relations and Legal Compliance, for questions or to request an accommodation via email at mgrenier@holycross.edu, or by calling 508-793-3957.