Program Assistant

Overview

Department: Risk Management
Salary/Grade: NEX/12

Job Summary:

This position provides administrative and financial support to Risk Management's internal operations of various insurance and risk management programs across campus. Reporting to the Director, Risk & Insurance, this position will partner closely with other members of the Risk Management office, providing administrative support to internal operations of various insurance and risk management programs across campus. A key role in the department, the incumbent will work collaboratively with the team to coordinate a broad variety of activities such as data entry and maintenance of RMIS system, assist with bill review and invoice management, manage multiple central inboxes, and support communications including website updates.

In addition, the incumbent may review procedures and policies, identifying needed updates, and documenting Standard Operating Procedures (SOPs) and best practices, both within the office and in collaboration with campus partners. The incumbent will demonstrate professionalism, excellent judgement, clear communication, and attentiveness to details, completing their work in an audit-ready manner.

Specific Responsibilities:

Documents & Databases

• Based on analysis, research, and/or knowledge of subject matter, prepares & compiles correspondence, reports, meeting materials, etc.
• Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, slide decks etc. based on supervisor's information objectives.
• Executes transactions, solicits information from partners, and reviews submitted information for completeness and accuracy in accordance with policy and office SOPs.

Website

• Oversees maintenance of website ensuring ease & practicality of use for targeted audience & objective.
• Organizes information in ways that promotes & encourages use of site.
• Creates, edits & posts articles, program summaries, etc. to website ensuring timely dissemination of information.

Accounting

• Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.
• Completes journal entries.
• Verifies that charges are accurate & posted to the appropriate account.
• Reconciles accounts.
• Assists in balancing accounts at close of fiscal year

Coordination

• Manages complex scheduling arrangements involving multiple parties.
• Sets-up & cancels meetings based on knowledge of subject & attendees.
• Coordinates large scale and/or complex events.

Contacts

• Represents the department with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.
• Responds to unanticipated & complex issues, demonstrating good judgement for escalation to supervisor.

Miscellaneous

Performs other duties as assigned

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• A high school diploma or equivalent required.
• 5 years of administrative support or other relevant experience required.

Minimum

Competencies:

(Skills, knowledge, and abilities.)

• Advanced knowledge of word processing, spreadsheet, email, and presentation programs is required (e.g. MS Office).
• Ability to learn and use a variety of electronic systems to access and present data.
• Strong organizational skills and demonstrated ability to prioritize tasks.
• Ability to manage confidential and sensitive information with integrity, caution, and discretion.

Preferred Qualifications: (Education and experience)

• Bachelor's degree preferred
• Experience working with electronic systems (data entry, developing and using reports to prioritize work, etc.)

Preferred

Competencies:

(Skills, knowledge, and abilities)

• Copy editing and/or demonstrated experience formatting documents and presentations.

Target hiring range for this position will be between $27.00 - $28.75 per hour. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

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