Senior Administrative Assistant, Risk Management

2 months ago

Farmington, United States San Juan College Full time
Compensation:
$19.65 per hour
Compensation Type:
Non-Exempt
Employment Type:
Regular
Grade:
NE08
Position Summary
This position's primary responsibility manages several Risk Management duties and provides administrative assistance to both the Risk Management Director and the Physical Plant Senior Director.
MAJOR DUTIES

  • Risk Management
  • Manage and maintain the approved driver's database: process and approve applications, obtain and review MVD records and violations while maintaining confidentiality, track and report driver status, communicate and troubleshoot with applicants and renewals, update the Approved Driver report on the MySJC Risk Management web page. Purchasing licenses and certificates for Online Defense Driving course. Create and distribute defensive driving and van safety certificates.
  • Maintains contract document log, reviews incoming contract packets for completion, distributes for approval, returns and replies to correspondence. Helps departments submit accurate and complete documents (contracts, driver's application, etc.). Requires attention to detail and ability to research and discern correct names, addresses, and insurance information.
  • Acts as primary contract contact to obtain fully executed contracts.
  • Logs fully executed contracts into OnBase database. Manages and organizes OnBase to verify accuracy, appending new related documents to existing contracts and eliminating duplicates.
  • Responsible for Student Clinical Contract intake, review and approval; communicating with departments and facilities to resolve questions and exception requests.
  • Process requests for Notary Bonds for SJC employees, maintains and updates notary list on MySJC RM website.
  • Assists with annual insurance renewal, often following up on asset inventory with various departments.
  • Assists with insurance claims.
  • Risk Management & Physical Plant
  • Answers telephone and greets visitors; provides information and assistance; refers to appropriate personnel; takes messages and makes appointments.
  • Sorts, distributes and responds to incoming mail - both paper and email.
  • Accepts work orders and assigns appropriately.
  • Sets meetings and updates calendars.
  • Maintains office files and records.
  • Administers budgets; maintains budget files and records; reconciles purchase card transactions.
  • Coordinates travel arrangements; completes travel requisitions; compiles post-trip information.
  • Maintains office supply inventory; makes purchases as needed.
  • Assists with hiring process, distributes and receives applications, schedules interviews, verifies references, processes background checks.
  • Uses good judgement with respect to confidential matters. Maintains strict and absolute confidentiality.
  • Maintains and displays a positive attitude, ability to work well in what is, at times, a stressful and changing environment.
  • Identifies and anticipates issues and proactively contributes to solutions.
  • Actively participates in team meetings, work groups and organization-wide initiatives.
  • Performs related duties.


KNOWLEDGE REQUIRED BY THE POSITION
  • Knowledge of modern office practices and procedures.
  • Knowledge of college and program policies and procedures.
  • Knowledge of computers and job-related software programs.
  • Workday, MS Office (requires mid-level expertise for Access & Excel).
  • Knowledge of budget management principles.
  • Skill prioritizing and organizing work.
  • Skill managing time and determining priorities.
  • Skill using office equipment (computer, scanner, fax machine, and copier)
  • Skill in oral and written communication.
SUPERVISORY CONTROLS

The Directors assign work in terms of general instructions and spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES

Guidelines include state and federal regulations and college and department policies and procedures. These guidelines are generally clear and specific, but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK
  • The work consists of related administrative duties. Frequent interruptions while performing detailed tasks contribute to the complexity of the position.
  • Successful performance contributes to the efficiency and effectiveness of assigned duties and the overall operation of both departments.


CONTACTS
  • Contacts are typically with co-workers, other college employees, students, vendors, state and federal regulators, and the general public.
  • Contacts are typically to give or exchange information, resolve problems, and provide services.


PHYSICAL DEMANDS/ WORK ENVIRONMENT
  • The work is typically performed while sitting at a desk or table.
  • Work is typically performed in an office. The employee occasionally lifts light objects.


SUPERVISORY AND MANAGEMENT RESPONSIBILITY

This position supervises student employees.

MINIMUM QUALIFICATIONS
  • Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.
  • Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/ internship or having had a similar position for one to two years.


The following REQUIRED documents must be submitted with application in order to be considered. Upload all required documents under the Application Questions 2 section for "Additional Documents Required".
  • Curriculum Vitae (CV) or Resume (Required)
  • Cover Letter (Required)
  • List of 3 Supervisor References. (Required)
  • Letters of Recommendation (Optional)

EEO STATEMENT: San Juan College is dedicated to providing equal employment and educational opportunities without regard to race, color, religion, sex, sexual orientation, gender identity, national origin. disability, age, genetic, veteran's status, or on the basis of any other category protected under federal, state and local laws.

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