Intake Specialist

ETHICS AND CMPLNC PROFL 2 (006234)

UCPath Position ID: TBD_941124

Position Description History/Status

Approved Date:

3/11/2026 11:56:38 AM

Date Last Edited:

3/11/2026 11:56:32 AM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6200O

Organization:

CHANCELLOR'S ORGANIZATION

Division Code:

6210D

Division:

CHANCELLOR'S ORGNZTN DIV

Department:

300800 - OFC OF VC EQUITY DIVERSITY & INCLUSION

Position Details

UCPath Position Number:

TBD_941124

Position Description ID

253091

UC Payroll Title:

ETHICS AND CMPLNC PROFL 2 (006234)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 21

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

F: All Others - Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40955482

Reports to Payroll Title:

ETHICS AND CMPLNC MGR 1

UCPath Department Head Position Number:

40730284

Department Head Payroll Title:

ETHICS AND CMPLNC MGR 3

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

Under the direction of the Director for Intake and Support and the Title IX and Title VI Officers of the Civil Rights Office (CRO), the CRO Intake Specialist assists in the administration, receipt, and processing of incoming complaints and other reports of discrimination, harassment, and retaliation based on Protected Characteristics (defined below).  These responsibilities include: conducting intake meetings with individuals reporting Prohibited Conduct under the University of California Sexual Violence and Sexual Harassment and Anti-Discrimination Policies, accurately and thoroughly responding to inquiries and providing information related to CRO policies and procedures; receiving and reviewing complaints and reports; conducting outreach; assisting in conducting a preliminary assessment of complaints, including gathering preliminary information from Complainant and/or relevant parties and ascertaining whether interim measures may be appropriate; recommending next steps after conducting a preliminary assessment; drafting correspondence and documentation related to complaints; assisting in identifying, developing and integrating effective practices and procedures into the complaint and resolution process; interfacing and coordinating with other campus offices as necessary to achieve the office's objectives; assisting in managing the electronic case management system and preparing statistical reports; and assisting with other tasks and duties as assigned by the Assistant Vice Chancellor for Civil Rights and direct supervisors.

The Office of Civil Rights is dedicated to promoting a campus environment where all students, staff, faculty, and administrators can learn, work, and thrive free from discrimination, harassment in accordance with Title IX of the Education Amendments of 1972, Title VI and Title VII of the Civil Rights Act of 1964, the Americans with Disabilities Act, Section 504 of the Rehabilitation Act of 1973, and related state law and university policy.

The Civil Rights Office responds to reports of harassment, discrimination, and related retaliation based on protected status including race, color, religion, sex (including pregnancy, sexual orientation and gender identify).  The office  provides supportive measures, explains reporting options, and oversees and ensures a fair and equitable process for all parties involved in a complaint.

In addition to responding to concerns, the Civil Rights Office plays a key role in prevention and education. We offer training, workshops, and resources to build awareness, reduce risks, and strengthen UCLA’s culture of respect, safety, and accountability.

At UCLA, we are committed to fostering an inclusive community where every Bruin feels supported and respected.

Intake and Preliminary Assessment of Reports and Complaints

Under the direction of the Director for Intake and Support and AVC:

(1) Performs prompt, thorough, and impartial intake and preliminary assessment of reports and complaints of discrimination, harassment and retaliation.

(2) Accurately and thoroughly responds to inquiries from parties.

(3) Consults, problem solves, and discusses complaint resolution options with parties in matters before the CRO.

(4) Drafts relevant correspondence related to report and complaint intake and processing.

(5) Collaborates with other campus offices regarding responding to, investigating and resolving issues of discrimination, harassment and retaliation.

(6) Facilitates alternative resolution of complaints, where appropriate.

50%

Customer Service and Communication

(1) Responds to inquiries and provides accurate and accessible information to complainants, respondents, witnesses, and campus partners regarding reporting options, policy processes, and available resources.

(2) Communicates clearly and compassionately while maintaining confidentiality and neutrality.

10%

Supportive Measures

(1) Engages with complainants and respondents to identify reasonable supportive measures.

(2) Coordinates and documents the implementation of supportive measures.

20%

Case Management

(1) Inputs and maintains manual and online case records.

(2) Supports general case management duties, including opening and maintaining case files, preparing reports and analyzing trends.

(3) Partners with colleagues in CRO to ensure prompt response to complaints (through resolution or formal investigation).

(4) Keeps appropriate and timely records and maintains the confidentiality of all reports and complaints in accordance with case management procedures, UC Policy, and applicable laws related to record retention.

10%

Analysis and Other Responsibilities

(1) Prepares clear, well-written summaries and correspondence, applying relevant university policies.

(2) Interfaces and coordinates with other campus offices as needed to achieve the office's objectives.

(3) Performs other duties as assigned, such as but not limited to providing trainings to the campus and UCLA Health community, assisting in the maintenance and upkeep of the case management system.

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

Bachelor's degree in related area and/or equivalent experience/training

Preferred

Juris Doctor (JD) Degree

Preferred

2+ years

Intake Assessment of Reports and Complaints

Required

Demonstrated skill in analyzing information, problems, situations, practices and/or procedures to define the problem or objective, identify relevant concerns, identify patterns and relationships, and formulate logical and objective conclusions.

Required

Ability to manage administrative processes, document work performed and accurately memorialize intake meetings.

Required

Ability to organize documents and other evidence rationally and consistent with office practices.

Required

Ability to multitask and process a high volume of data promptly and efficiently.

Required

Demonstrated ability to quickly establish rapport and professional credibility and to gain the trust of students, administrators, faculty and staff at all levels of the University as well as individuals external to the University.

Required

Strong skill in communicating empathetically with complainants and respondents in CRO matters.

Required

Strong skill in interviewing faculty, staff, students, and outside constituents concerning sensitive matters. Ability to maintain appropriate confidentiality.

Required

Demonstrated ability to interact and communicate with individuals from diverse cultural, social, economic and educational backgrounds, including those related to membership in historically underrepresented racial, ethnic, and national origin groups.

Required

Demonstrated ability to work independently with only general direction and to accept equivocal circumstances and use good judgment by taking appropriate action (including elevating to supervisors) when answers to a problem are not readily apparent.

Required

Demonstrated ability to conduct factual research and interpret university policy.

Required

Demonstrated ability to set priorities and complete work in a timely manner.

Required

Skill in program development including delineating goals and objectives, determining implementation steps and time frames, designing evaluation measures, and modifying designs and procedures to accommodate current organizational needs.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

2255 Murphy Hall

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.