Position Description

Case Manager, Student Affairs
Job Category Fulltime Regular
ExemptOvertimeEligible Exempt
Benefits Eligible Benefit Based
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Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

Job Summary

Caltech is a world-renowned science and engineering Institute in Pasadena, CA. The Institute has one of the nation's lowest student-to-faculty ratios, with 300 professorial faculty members offering a rigorous curriculum and access to varied learning opportunities and hands-on research to approximately 1,000 undergraduates and 1,400 graduate students. Caltech is an independent, privately supported institution.  

Student Affairs at Caltech complements and enhances the Institute's educational mission by ensuring a healthy and supportive environment that enables students to grow academically and personally in preparation for meeting current and future challenges. Independently and in collaboration with students, faculty, and staff, we serve our community by responding to the issues, ideas, and needs of all students. Utilizing diverse approaches, we provide programs and services of the highest quality.

The Case Manager for Student Affairs is an integral part of a team that provides campus-wide student case management services to address the needs of graduate and undergraduate students who are experiencing academic, interpersonal, or health-related difficulties. The team’s direct case management services include outreach, crisis management, referrals for community resources and social services, follow-up for students who have been referred to the CARE team, and coordination for students who have been hospitalized and/or who are returning from a leave or time away from enrolled status.

The Case Manager for Student Affairs will play a leading role in the activities of the campus CARE team https://caltechcares.caltech.edu/, a multidisciplinary group of professional staff from key areas of the Institute. Each member brings knowledge and expertise in fields including mental health, crisis intervention, student development, staff consultation, campus security, academic support, and residential life. The Case Manager will leverage their experience, knowledge, and clinical expertise to ensure that the Caltech CARE team is providing students with the best care options and resources and helping students to successfully navigate their time at Caltech. The Case Manager for Student Affairs will also work in close collaboration with the Deans, faculty, faculty advisors, health care providers, student affairs colleagues, and parents.

While a clinical background is preferred, the Case Manager, Student Affairs will not function as a therapist or confidential resource but will leverage their clinical training to provide consultation and coordination for the CARE team and collaborate with staff in connecting students with appropriate resources.

This position is designated as Essential Reporting. In the event of an emergency on campus, an employee designated as essential reporting has essential job skills that are needed for response and recovery and is expected to report to campus as soon as possible.

Essential Job Duties

  • Along with other members of the CARE team, provides case management services to assist students with academic, social, and health-related stressors, as well as referrals to resources.
  • Reviews and processes incoming reports, plans response with the CARE team, and manages a centralized database in Advocate..
  • Collaborates on CARE team action plans and monitors their progress.
  • Assesses student needs based on reported concerns from the campus community, formulates and implements an appropriate course of action along with relevant team members.
  • Collaborates with key stakeholders to develop a comprehensive, multidisciplinary, and holistic approach to student well-being.
  • Collaborate with Student Wellness Services clinical staff to assist with hospitalization, discharge follow-up, and returning to campus.
  • Provides referrals and linkage to support services within the Institute and broader community.
  • Coordinates with the Deans’ offices to contact parents/guardians or emergency contacts to mobilize adjunct support for students when in crisis, and for ongoing issues and concerns.
  • In the event of a campus crisis (student death or other high-profile emergency), respond with other CARE Team members and be prepared to lead response, including communication with Institute leadership.
  • Facilitate referral and linkage to resources for students on leave or petitioning to return from academic, medical, or disciplinary leave of absence.
  • Serves as a resource, trainer, and consultant to faculty, staff, and students on recognizing and responding to students at risk.
  • Participates in the Student Affairs crisis response plans and an on-call rotation.
  • In collaboration with Student Wellness Services clinical staff, establishes and maintains relationships with local providers and develop MOUs, as necessary, with hospital treatment teams.
  • In coordination with CARE Team members, the Office of General Counsel, and other campus partners, facilitates the development, review, and implementation of policies, procedures, and practices for the CARE Team.
  • Plans and implements ongoing training and professional development for the CARE team and other members of the community.
  • Provides management and oversight of records and files within the CARE Team case tracking application.
  • Ensures that records and data are maintained in accordance with Institute policies and federal and state regulations.
  • Prepares annual report and other reports and analyses as requested.
  • Serves on Institute committees and task forces as requested.
  • Some after-hours program, event, and crisis coverage is mandatory.
  • Other duties as assigned.

Basic Qualifications

  • Master’s degree in Counseling, Social Work, Education, or related field.
  • A minimum of 2 years of post-Master's experience in higher education or closely related setting.
  • Demonstrated knowledge of behavioral intervention teams, case management systems and experience managing response to crisis situations.
  • Commitment to diversity, inclusion, belonging, and multicultural competence in all aspects of outreach and intervention.

Preferred Qualifications

  • Licensure (LPCC, LCSW, or other related licensure) in good standing in the state of California.
  • Experience with Symplicity Advocate software.
  • Threat assessment training/experience.

Required Documents

  • Resume
  • Cover Letter

Hiring Range

$62,400 - $95,000

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks

COVID-19 Vaccine Required for All Employees

Caltech has implemented a mandatory vaccination policy effective October 15, 2021, requiring COVID-19 vaccinations for all employees (with Institute-approved exemptions for religious or medical contraindications only). At present, an individual is deemed “fully vaccinated” when that person has received, at least 14 days prior, either the second dose in a two-dose COVID-19 vaccine series (e.g., Pfizer or Moderna) or a single-dose COVID-19 vaccine (e.g., Johnson & Johnson). Upon eligibility, employees are required to receive the COVID-19 booster as part of the vaccine mandate. As a condition of employment, employees must submit official COVID-19 vaccine documentation. More information may be found here.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.

Caltech is a VEVRAA Federal Contractor.

To read more Equal Employment Opportunity (EEO) go to eeoc_self_print_poster.pdf.

Disability Accommodations

If you would like to request an accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to Caltech Recruiting at employment@caltech.edu

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