Academic Standards Case Manager
The Academic Standards Case Manager provides substantive leadership and support to the Academic Standards Office and serves as a hearing officer and records manager, ensuring compliance with policies and facilitating effective case management.
Responsibilities:
- Independently receives, reviews, and evaluates academic standards referrals;
- Interprets and applies relevant policies to ensure accurate case categorization and processing;
- Organizes and prepares case files for review, adjudication, or hearing panels;
- Ensures procedural fairness and consistency throughout the review process;
- Coordinates and facilitates adjudication processes in accordance with university policies and established procedures;
- Schedules hearings, prepares case materials, and communicates logistics to participants;
- Serves as a procedural advisor during hearings, ensuring adherence to standards and timelines;
- Documents case outcomes, sanctions, and follows up on requirements in the case management system;
- Communicates decisions to students, faculty, and relevant offices with clarity and professionalism;
- Manages a caseload requiring independent judgment, prioritization, and timely resolution;
- Tracks case progress, deadlines, and conducts required follow-up actions to ensure accuracy and completeness;
- Supports the implementation of educational or developmental sanctions and ensures proper documentation; and
- Identifies and resolves procedural issues, escalating complex matters when appropriate.
Office Administration:
- Serves as the Database Administrator for case management software, managing upgrades, issues, and feature requests in collaboration with the vendor;
- Responds to and ensures compliance with Freedom of Information Act (FOIA) requests;
- Maintains and manages the online shared drive, purging files according to retention requirements;
- Provides administrative support for the Academic Standards Office, including front desk coverage and scheduling;
- Assists with daily office operations to ensure efficient service delivery;
- Serves as the primary purchaser for the office and reconciles monthly financial transactions; and
- Supports the creation and revision of office communications and marketing materials.
Student and Faculty Support:
- Serves as a resource for inquiries related to academic integrity and academic standards;
- Explains policies, procedures, and rights/responsibilities clearly and professionally;
- Manages sensitive and sometimes difficult conversations with students, families, and faculty;
- Provides referrals to campus resources when additional support is needed; and
- Builds and maintains effective working relationships with academic departments and campus partners.
Policy and Process Support:
- Supports the implementation and communication of academic integrity and academic standards procedures;
- Assists in reviewing and updating office documents, forms, and communication materials;
- Identifies opportunities to improve workflow efficiency and documentation clarity;
- Contributes to the development of educational and informational materials for students, faculty, and staff; and
- Provides input on procedural enhancements based on case trends and operational needs.
Required Qualifications:
- Bachelor's degree in related field or equivalent combination of education and experience;
- Prior experience with case adjudication and administrative support;
- Knowledge of how to problem-solve;
- Organizational skills, including attention to detail;
- Ability to multitask and complete projects on time and meet deadlines;
- Ability to efficiently utilize databases and software applications (e.g., Microsoft Office);
- Ability to communicate effectively in both written and verbal forms and actively listen to concerns;
- Ability to communicate and interact clearly, professionally and appropriately with individuals at all levels;
- Ability to handle sensitive information professionally and in compliance with FERPA confidentiality regulations;
- Ability to provide effective customer service to a diverse range of individuals and stakeholders;
- Ability to effectively manage multiple projects and requests from various stakeholders;
- Ability to adhere to policies and procedures and provide exceptional administrative and programmatic support; and
- Demonstrated technical proficiency and ability to learn and use databases proficiently in support of office operations.
Preferred Qualifications:
- Master's degree in related field or equivalent combination of education and experience;
- Experience with Conduct Management databases;
- Experience with budget reconciliations;
- Experience working with various stakeholders including faculty, staff, students, and families;
- Prior experience in Higher Education Administration;
- Familiarity with case management and university software systems (e.g., Ellucian Banner, eVA procurement system, travel request system, Bank of America Works, etc.); and
- Ability to schedule and conduct hearings with students and render case decisions in alignment with policy.
Instructions to Applicants:
For full consideration, applicants must apply for Academic Standards Case Manager at Complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume for review.
Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer