Operations Manager & CARE Case Coordinator

Description

The Operations Manager and CARE Case Coordinator provides administrative coordination for the

University's CARE Team, ensuring efficient case management, timely communication, accurate

documentation, and coordinated follow-up for students of concern. The position manages CARE case

workflows, documentation, communication, reporting, and follow-up while serving as a central point of

coordination among students, faculty, staff and campus partners.

While the position is primarily administrative, the Operations Manager & CARE Case Coordinator also

serves as a supportive resource for students by assisting them in navigating facilitating connections to

appropriate campus and community resources, coordinating follow-up communication, and helping

ensure students receive timely access to available support services. The coordinator works

collaboratively with CARE Team members to promote continuity of care, maintain accurate and

confidential case records and support the University's multidisciplinary approach to student well-being.

Supervised by the Director of Counseling and housed within the Counseling Services, Residential Life,

and Community Standards suite, the Operations & CARE Case Coordinator plays a key role in managing

the administrative infrastructure within the suite. Ensuring efficient office operations, coordinating

administrative workflows, operational processes, and serving as the primary administrative resource.

• Provide administrative support for the CARE Team by managing student cases within the Maxient case management system.
• Create, maintain, update, and close student cases; enter case information, upload supporting documentation, and maintain accurate, confidential electronic case records.
• Monitor case activity, deadlines, and follow-up tasks; assist with student outreach and case coordination as directed.
• Coordinate CARE Team meeting logistics, including agendas, case assignments, meeting materials, documentation, and follow-up actions.
• Maintain Maxient report forms, workflows, categories, tags, and data fields; generate reports and statistical data to support assessment, compliance, trend analysis, and annual reporting.
• Assess and triage CARE reports and create intervention and follow up plans to address student concerns.

The CARE Case Coordinator will build strong relationships with students, supporting them through challenges, connecting them to appropriate campus and community resources, and promoting growth in self-advocacy. The Case Manager must also be approachable and collaborative and they will:

• Coordinate daily administrative operations of the Counseling Services, Residential Life, and Community Standards suite, including office equipment, supplies, and reception operations. Serve as a primary point of contact for students, families, faculty, staff, and visitors, fostering a welcoming and responsive environment.
• Support Counseling Services with intake coordination through the Medicat portal and assist with scheduling for the telehealth space.
• Assist Community Standards with organization of electronic case records in Maxient and with scheduling meetings and hearing logistics.

• Assist with core administrative tasks tied to housing operations, including room assignments, check-in/check-out coordination, and key distribution.
• Process student housing and  access records in coordination with Facilities and the Star Rez housing platform.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Sitting, standing, walking, and bending are required of this position. Use of a computer keyboard and computer screen for periods of time with close vision and the ability to adjust visual focus plus manual dexterity are required.

The mental demands described are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Examples of mental demands include reading (documents), detailed work, confidentiality, language, math, reasoning, oral communications, written communications, customer contact, multiple concurrent tasks,…