General Information
| Payroll Title | OMBUDSPERSON 2 | Title Code | 007389 | Grade/Step | 21 | Working Title | Intake & Outreach Coordinator |
|---|---|---|---|---|---|---|---|
| Department Name | Ombudsman Dept | Supervisor | Andrew Larratt-Smith | Department Head | Andrew Larratt-Smith |
Special Requirements and Conditions
| Critical Position |
| Overtime |
| Other (provide description - max. 300 characters) |
| Other (description) |
|---|
| Some evening and weekend work might be necessary. |
Level of Supervision Received
| General Supervision |
Items Used
| General office equipment, PC, Fax Copier. etc. |
Position Purpose
| Under the general supervision of the Campus Ombuds, conduct all intake, and develop program ideas and marketing for the Campus Ombuds Office. Analyze problem trends and organizational issues brought to the office. Researches policies, procedures, and historical data as needed for cases. Prepares, drafts, and edits confidential information and correspondence. Manage database management and web page management, and serves as liaison to campus departments all accounting, monitoring office budget and expenses. Interact effectively with a wide range of people to promote the goals of the Campus Ombuds Office. Additionally provides back-up office support for CARE Advocate office and assists with special projects as needed. Position requires tact, independent judgment, flexibility, and strict confidentiality. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Program Development | 30 |
| a. Develop plan for Ombuds programs and program tools, based on an analysis of departmental, particular constituent and campus needs. b. Develop and implement effective marketing of the Ombuds Office services. Develop annual marketing plan, and assessment mechanisms to evaluate effectiveness of marketing programs. c. Develop and implement brochures and other marketing materials. d. Make regular presentations publicizing the Ombuds office. e. Provide resource information regarding Ombuds office policy and procedures, as well as related resource offices, to UCR faculty, students and employees. f. Assist Ombuds in design and revision of training material on such topics as dispute resolution, conflict management, listening and communications, ethics and fairness, civility and climate. g. Coordinate with other campus departments in furthering the Ombuds office goals. h. Maintain and update Ombuds webpage. i. Develop and collect resources on relevant topics such as dispute resolution to be made available to visitors and members of the UCR community. j. Make appropriate facilities arrangements. k. Perform other duties within specific areas of strength as assigned. |
|
| Case Intake | 30 |
| a. Coordinate and conduct all intake for Ombuds office caseload. b. Serve as initial point of contact for Ombuds office. Conduct initial intake interviews of frequently distraught clients and visitors in courteous and professional manner. c. Triage requests. Make appropriate initial referrals to other campus offices, or make appropriate recommendation for Campus Ombuds follow-up. d. Maintain confidential case files. e. Organize, update, and maintain tracking and database systems for all ombuds inquiries, cases, and educational programs. f. Conduct ongoing review and revision of Ombuds office case intake protocols and materials. g. As part of regular responsibilities sees confidential documents including grievances, personnel evaluation, employee disciplinary actions and employee terminations and settlements. h. Must maintain confidentiality of all documents and proceedings in the office. |
|
| Office Management | 20 |
| Ombuds Office - (10%) a. Advise Ombuds of upcoming deadlines and program needs, and provide necessary support, including all necessary copies. b. Facilitate daily activities of office, including coordinating program calendars. Set up logistics for presentations, trainings and workshops that occur on-and-off campus. Prepare necessary forms related to reimbursement. Manage conference room scheduling and reservation requests. c. Maintains office supply inventory and coordinates purchase of supplies as needed. d. Environmental Health and Safety/Emergency Personnel representative. e. Monitor Ombuds office budget and expenses, review an overall monthly summary of budget status with Ombuds, and advise Ombuds of overall financial status of funds. f. Coordinate purchase order requests and work orders requests. CARE Office - (10%) a. Perform general administrative duties including photocopying, scanning, mailing and maintaining electronic and hard copy filing systems. b. Set up logistics for presentations, trainings and workshops that occur on-and-off campus. Prepare necessary forms related to reimbursement. Manage conference room scheduling and reservation requests. c. Maintain office supply inventory and coordinate purchase of supplies as needed. d. Coordinate purchase order requests and work order requests. e. Assist with creation and dissemination of written information or training materials f. Provide back-up office support on other non-confidential projects for the CARE Advocate as assigned. g. When CARE Advocate is unavailable, provide confidential scheduling assistance to those seeking to meet with CARE Advocate. |
|
| Research and Policy/Data Analysis | 15 |
| a. Research policies and procedures and gather other information pertinent to case work and meetings. Advise Ombuds on pertinent policies and interpretations. b. Monitor and analyze changes in external regulations, legislation, and UC policies for impact upon campus and case work. c. Analyze statistical data to identify issues or trends d. Draft reports and other correspondence. e. Perform other research projects as assigned. |
|
| Professional Development | 5 |
| a. Conduct ongoing professional development to remain abreast of university policies and procedures, as well as best practices for Ombuds offices. | |
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Bachelor's degree in related area and/or equivalent experience/training. | |
| 2 | |
| Strong skills in analyzing and synthesizing data for preparing sound and relevant proposals. Excellent problem solving skills including ability to identify existing, or anticipate potential problems, offer advice and propose solutions. Excellent research skills and ability to read and analyze policies and procedures. | |
| 3 | |
| Applied knowledge and experience with a wide-range of computer software, including word processors, spreadsheets, databases, internet, website editing, electronic mail, social media, presentation, and electronic calendaring software. | |
| 4 | |
| Strong communication and interpersonal skills to communicate effectively with all levels of staff; both verbally and in writing. Proven ability to understand and interpret complex materials and to formulate and tactfully present oral and written material in a logical and comprehensive manner. Ability to establish effective collaborative relationships and credibility with Ombuds Office staff, with clients, and with the UCR community. | |
| 5 | |
| Ability to maintain strict confidentiality with demonstrated experience in utilizing good judgment and discretion when working with a variety of sensitive issues or highly confidential Information. |
|
| 6 | |
| Experience indicating ability to work independently and collaboratively, take initiative, solve problems, exercise sound judgment and organize varied responsibilities. | |
| 7 | |
| Strong organizational and time management skills. Ability to maintain an efficient filing system. Ability to evaluate, streamline and standardize office processes. Ability to multi-task and prioritize to meet deadlines with demanding timeframes. Ability to work effectively with frequent interruptions and fluctuating priorities while maintaining detail and accuracy. | |
| 8 | |
| Thorough understanding of the mission of the UCR Ombuds Office, and ability to operate in accordance with the UCR Charter and the International Ombudsman Association (IOA) Standards of Practice. | |
| 9 | |
| Ability to monitor budgets process financial transactions. Solid mathematical skills and ability to make accurate financial calculations. | |
| 10 | |
| Ability to work in a multicultural, multiethnic environment and with groups at all levels of the organization. | |
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
| Experience with marketing services or principles. Ability to develop advertising and informational materials. | |
| 2 | |
| Knowledge of the UC system policies and procedures and general office protocol in an academic setting. | |
| 3 | |
| Familiarity with UCR systems including Timekeeping, business expenses and payroll. | |
| 4 | |
| Prior experience working in an Ombuds office, experience in mediation or other forms of alternative dispute resolution or prior experience with human resource functions. | |
| 5 | |
| Fluency in Spanish or other languages. | |
| Posted Position Purpose |
|---|
| Under the general supervision of the Campus Ombuds, conduct all intake, and develop program ideas and marketing for the Campus Ombuds Office. Analyze problem trends and organizational issues brought to the office. Researches policies, procedures, and historical data as needed for cases. Prepares, drafts, and edits confidential information and correspondence. Manage database management and web page management, and serves as liaison to campus departments all accounting, monitoring office budget and expenses. Interact effectively with a wide range of people to promote the goals of the Campus Ombuds Office. Additionally provides back office support for CARE Advocate office and assists with special projects as needed. Position requires tact, independent judgment, flexibility, and strict confidentiality. |
| Posted Minimum Requirements |
| Bachelor's degree in related area and/or equivalent experience/training. Strong skills in analyzing and synthesizing data for preparing sound and relevant proposals. Excellent problem solving skills including ability to identify existing, or anticipate potential problems, offer advice and propose solutions. Excellent research skills and ability to read and analyze policies and procedures. Applied knowledge and experience with a wide-range of computer software, including word processors, spreadsheets, databases, internet, website editing, electronic mail, social media, presentation, and electronic calendaring software. Strong communication and interpersonal skills to communicate effectively with all levels of staff; both verbally and in writing. Proven ability to understand and interpret complex materials and to formulate and tactfully present oral and written material in a logical and comprehensive manner. Ability to establish effective collaborative relationships and credibility with Ombuds Office staff, with clients, and with the UCR community. Ability to maintain strict confidentiality with demonstrated experience in utilizing good judgment and discretion when working with a variety of sensitive issues or highly confidential Information. Experience indicating ability to work independently and collaboratively, take initiative, solve problems, exercise sound judgment and organize varied responsibilities. Strong organizational and time management skills. Ability to maintain an efficient filing system. Ability to evaluate, streamline and standardize office processes. Ability to multi-task and prioritize to meet deadlines with demanding timeframes. Ability to work effectively with frequent interruptions and fluctuating priorities while maintaining detail and accuracy Thorough understanding of the mission of the UCR Ombuds Office, and ability to operate in accordance with the UCR Charter and the International Ombudsman Association (IOA) Standards of Practice. Ability to monitor budgets process financial transactions. Solid mathematical skills and ability to make accurate financial calculations. Ability to work in a multicultural, multiethnic environment and with groups at all levels of the organization. |
| Posted Preferred Qualifications |
| Experience with marketing services or principles. Ability to develop advertising and informational materials. Knowledge of the UC system policies and procedures and general office protocol in an academic setting. Familiarity with UCR systems including Timekeeping, business expenses and payroll. Prior experience working in an Ombuds office, experience in mediation or other forms of alternative dispute resolution or prior experience with human resource functions. Fluency in Spanish or other languages. |