Case Manager, Rules Administration

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $75,000 - $85,000

Position Summary

University Life was created to develop and enhance the student experience at Columbia. Working in collaboration with students, faculty, and staff, University Life strengthens resources, policies, and conversations, and builds community outside of the classroom. Our efforts all connect to core values for the Columbia community:

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  Inclusion and belonging

  
  
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  Health and well-being

  
  
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  Sexual respect

  
  
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  Community citizenship

  
  

University Life is a central division focused on enhancing the student experience across Columbia's 17 schools and colleges. We serve as a student life hub for the University and are committed to promoting a diverse and inclusive campus culture where students can thrive in all dimensions of their lives. In University Life, we focus on connecting students to each other, to the broader University and surrounding community, and to opportunities beyond their schools.

We work to educate students about Columbia's values and policies and share essential and timely information with students from the University. Through our programs, services, and partnerships, we support students' educational enrichment during their time at Columbia.

The Rules of University Conduct are intended to ensure the protection of free speech and rights to engage in demonstrations and protests at Columbia. The Rules Administrator and the Office of Rules Administration investigate complaints filed under the Rules of University Conduct. Adopted as part of the University Statutes in the aftermath of the 1968 protests, the Rules outline procedures for organizing demonstrations, define prohibited conduct, and establish a fair and impartial process for addressing alleged violations. The Rules Administrator and the Office of Rules Administration are charged with receiving and investigating complaints filed under the Rules, coordinating fact-finding and adjudication, and supporting education and outreach efforts to promote awareness of students' rights and responsibilities. The Rules are overseen by the Office of the Provost and are designed to balance the University's commitment to free expression with the need to maintain campus safety, operational continuity, and community accountability.

Position Overview

The Case Manager reports to the Director for Student Affairs and serves as a key member of the Office of Rules Administration (ORA) within University Life. This position plays a central role in post-determination case management under the Rules of University Conduct and supports broader student affairs operations as they relate to student conduct, compliance, and institutional coordination. The role is designed to promote a holistic, student-centered, and policy-aligned approach to managing sanctions, conditions, and return-to-campus procedures for individuals found responsible for violations of the Rules.

The Case Manager supports the investigation and adjudication process by coordinating documentation, maintaining accurate records, and preparing materials for hearing and appeal. The role works closely with the Director for Student Affairs and Assistant Director, Student Affairs to ensure procedural continuity and support for all involved parties throughout the resolution process. A key responsibility is the operationalization of sanctions issued under the Rules of University Conduct, including tracking completion, coordinating required referrals, issuing timely notifications, and managing the logistical and procedural steps necessary for return to Columbia.

The Case Manager collaborates extensively with University offices such as Public Safety, the University Registrar, Columbia Health, Housing, Dining, the International Students and Scholars Office (ISSO), Deans of Students, and Advising Deans to ensure timely implementation of sanctions and compliance-related measures. This includes coordination of access restrictions, institutional holds, and any individualized outcomes including required advising sessions. The Case Manager also liaises with the Office of Institutional Equity (OIE), the Center for Student Success and Intervention (CSSI), and other partners as needed to support respondents with overlapping conduct matters or complex case coordination.

This role is responsible for managing the full lifecycle of sanction tracking and return workflows, including maintenance of timelines, outreach to involved offices, collection and verification of supporting documentation, and readiness assessments prior to reinstatement. The Case Manager ensures that all case records are accurately documented and securely maintained in Maxient, the University's student conduct case management system. This includes uploading materials, logging communications, archiving outcomes, and supporting audit readiness and institutional reporting.

The Case Manager also contributes to the Rules education portfolio, supporting the development and refinement of training content, helping to coordinate outreach strategy, and participating in awareness-building efforts related to expressive rights, student responsibilities, and available support resources. The role requires strong attention to detail, high ethical standards in handling confidential matters, and a commitment to compliance, fairness, and procedural transparency.

Responsibilities

Rules of University Conduct Case Coordination

• Serve as a case coordinator for matters arising under the Rules of University Conduct, supporting the Director for Student Affairs and the Assistant Director, Student Affairs in the management of case progression from intake through resolution.
  
  
• Assist with all phases of case documentation, including the preparation and organization of notices of investigation, evidentiary summaries, investigation reports, charge letters, and communications related to hearings, appeals, and outcomes.
  
  
• Liaise with Public Safety and other University offices to obtain and organize evidentiary materials and incident reports; conduct redaction reviews; and ensure appropriate integration of materials into official case files.
  
  
• Maintain secure, complete, and accurate documentation of case-related activity in Maxient, including the logging and archiving of evidence, correspondence, and procedural milestones, in compliance with institutional standards.
  
  
• Collaborate with the Director for Student Affairs and the Assistant Director, Student Affairs to refine standard operating procedures related to case documentation, redaction protocols, and procedural coordination during active investigations.

Sanction Implementation and Post-Determination Case Management

• Manage all post-determination workflows following a finding of responsibility under the Rules, including the operationalization, implementation, and monitoring of sanctions, access restrictions, institutional holds, and other imposed conditions.
  
  
• Serve as the primary point of contact for respondents navigating the return-to-campus process. Coordinate the fulfillment of assigned sanctions, including required advising and educational sessions, and submission of any other required supporting documentation.
  
  
• Track completion timelines, verify fulfillment of all sanction conditions, and document reinstatement readiness in consultation with the Director for Student Affairs and Assistant Director, Student Affairs.
  
  
• Notify and collaborate with relevant University offices, including the Registrar, Columbia Health, Public Safety, Housing, Dining, and the International Students and Scholars Office (ISSO), to support timely and policy-consistent implementation of sanctions and return planning.
  
  
• Maintain detailed and policy-compliant Maxient records related to sanction fulfillment, return procedures, and case outcomes; contribute to reporting, audit preparation, and compliance reviews as requested.

Institutional Coordination and Process Support

• Liaise with campus partners, including the Office of Institutional Equity (OIE), the Center for Student Success and Intervention (CSSI), and school-based conduct administrators, to coordinate cross-process referrals and ensure consistency across overlapping matters.
  
  
• Communicate with academic and administrative stakeholders to ensure appropriate notifications and procedural alignment, while safeguarding confidential and sensitive information.
  
  
• In collaboration with campus partners, assess respondent needs related to academic continuity, well-being, and support planning, and facilitate referrals to appropriate resources to promote successful reintegration and compliance.
  
  
• Coordinate, when appropriate, with behavioral intervention teams or students of concern groups to ensure shared awareness and holistic support for respondents with elevated risk, wellness, or access-related considerations.

Education, Training, and Outreach

• Support the planning and delivery of Rules-related training, educational programming, and outreach initiatives for students, faculty, and staff.
  
  
• Assist in the coordination of University Delegate training, including logistics, documentation, and content development, in collaboration with the Director for Student Affairs and the Assistant Director, Student Affairs.
  
  
• Contribute to the development, refinement, and periodic review of training materials and outreach content to ensure accessibility, policy alignment, and responsiveness to evolving institutional needs and campus climate considerations.
  
  
• Participate in awareness-building efforts to help students and stakeholders understand the Rules of University Conduct, expressive rights, responsibilities, and available support resources.

General Responsibilities

• Contribute to the strategic initiatives, internal projects, and policy development efforts of the Office of Rules Administration.
  
  
• Participate in regular ORA team meetings and broader Student Affairs and University Life activities as appropriate.
  
  
• Remain informed about emerging best practices and national trends in student conduct, case management, and campus demonstration policy to support continuous improvement and institutional alignment.

Other duties as assigned.

Minimum Qualifications

• A bachelor's degree is required, and four to six years of professional experience in student conduct administration, case management, student affairs, or a related compliance-oriented role within a higher education setting.
• Candidates must demonstrate direct experience managing student conduct cases and investigations, coordinating with campus offices, and supporting the resolution of sensitive and policy-driven matters involving student behavior and community standards.
• Proficiency in using case management systems, particularly Maxient, is essential.
• Candidates must have experience maintaining comprehensive documentation of case activity, including correspondence, evidence, and outcomes, as well as experience with document redaction and digital recordkeeping.
• Familiarity with workflow management and compliance tracking is required.
• A working knowledge of FERPA and other regulatory frameworks relevant to student conduct, privacy, and institutional risk management is required. Understanding of related federal and University policies, including Clery, is expected.The position requires excellent organizational, analytical, and interpersonal communication skills.
• Candidates must demonstrate sound judgment, attention to procedural detail, and the ability to handle confidential information with discretion.
• The successful candidate must be able to work independently while also collaborating effectively in a fast-paced, team-based environment.

Preferred Qualifications

• Master's degree in higher education, counseling, student affairs, or a related field.
• Experience with evidentiary review, including coordination with campus safety personnel and the handling of video, photographic, or other digital materials, is strongly preferred.
• Familiarity with policies and procedures related to campus demonstrations, protest activity, and time, place, and manner regulations is also desirable.
• Additional preferred qualifications include experience coordinating student reentry or sanction compliance processes, contributing to the development of standard operating procedures, and supporting educational programs or training efforts for students, staff, or faculty.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.