Academic Standards Case Manager

Department: Academic Affairs

Classification: Education Support Spec 3

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type: Hybrid Eligible

Sponsorship Eligibility: Not eligible for visa sponsorship

Pay Band: 04

Salary: Salary commensurate with education and experience

Restricted: Yes

Criminal Background Check: Yes

Academic Standards works to promote authentic scholarship, support the institution’s goal of maintaining high standards of academic excellence, and encourage continued ethical behavior of faculty and students in order to cultivate an educational community which values integrity and produces graduates who carry this commitment.

The Academic Standards Case Manager provides substantive leadership and support to the Academic Standards Office and serves as ahearing officer and records manager, ensuring compliance with policies and facilitating effective case management.

Case Management and Adjudication

• 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, orhearing panels;
• Ensures procedural fairness and consistency throughout thereview 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 supportis needed; and
• Builds and maintains effective working relationships with academic departments and campus partner.

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 trendsand operational needs.

• 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 incompliance 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…