Senior Administrative Assistant, Risk Management

10 hours ago

Farmington, Michigan, United States San Juan College Full time
Job Summary

This position is responsible for providing administrative support to the Risk Management Director and the Physical Plant Senior Director. The successful candidate will have excellent organizational and communication skills, with the ability to work in a fast-paced environment.

Key Responsibilities
  • Manage and maintain the approved driver's database, including processing and approving applications, reviewing MVD records and violations, and tracking and reporting driver status.
  • Purchasing licenses and certificates for Online Defense Driving course and creating and distributing defensive driving and van safety certificates.
  • Maintains contract document log, reviews incoming contract packets for completion, distributes for approval, returns and replies to correspondence.
  • Assists departments in submitting accurate and complete documents, including contracts, driver's applications, and other related documents.
  • Acts as primary contract contact to obtain fully executed contracts and logs them into the 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, and communicating with departments and facilities to resolve questions and exception requests.
  • Process requests for Notary Bonds for SJC employees and maintains and updates notary list on MySJC RM website.
  • Assists with annual insurance renewal and follows up on asset inventory with various departments.
  • Assists with insurance claims.
  • Provides administrative support to the Risk Management and Physical Plant departments, including answering telephone and greeting visitors, providing information and assistance, and referring to appropriate personnel.
  • Sorts, distributes, and responds to incoming mail, both paper and email.
  • Accepts work orders and assigns them appropriately.
  • Sets meetings and updates calendars.
  • Maintains office files and records.
  • Administers budgets, maintains budget files and records, and reconciles purchase card transactions.
  • Coordinates travel arrangements, completes travel requisitions, and compiles post-trip information.
  • Maintains office supply inventory and makes purchases as needed.
  • Assists with hiring process, distributes and receives applications, schedules interviews, verifies references, and processes background checks.
Requirements
  • Knowledge of modern office practices and procedures.
  • Knowledge of college and program policies and procedures.
  • Knowledge of computers and job-related software programs, including Workday and MS Office.
  • Mid-level expertise in Access and Excel.
  • Knowledge of budget management principles.
  • Skill prioritizing and organizing work.
  • Skill managing time and determining priorities.
  • Skill using office equipment, including computer, scanner, fax machine, and copier.
  • Skill in oral and written communication.
Working Conditions

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.

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