Risk Management Assistant

Job Title

Admin and Office Spec III

Office of Risk Management

Norfolk, VA

University Risk Management is responsible for planning, promulgating, implementing and managing the University’s Risk Management function, including traditional risk management and clinical risk management in support of policies focused upon an array of compliance, insurance, risk management and safety programs.

The Risk Management Assistant provides administrative and program coordination support for Old Dominion University’s Risk Management department within the Office of Audit, Compliance, and Risk Management. The position is responsible for processing incoming Certificates of Insurance (COIs) and related contract insurance documentation, including scanning and entering records into the University’s Risk Management Information System (Origami), and maintaining accurate vendor and insured records.

The role supports driver eligibility screening by requesting, tracking, and documenting motor vehicle/ DMV driving records for employees and other authorized drivers. In addition, the Risk Management Assistant serves as the Minors on Campus coordinator, coordinating program registrations, monitoring training and background check completion, and maintaining compliance documentation for youth programs and other activities involving minors. This position also provides customer service to University departments and external vendors or insurance agents, supports data quality and reporting functions, and assists with special projects as assigned.

• Process incoming Certificates of Insurance (COIs) and related contract insurance documentation and maintain accurate records in the Risk Management Information System (Origami).
• Maintain vendor and insured records, including scanning and data entry.
• Support driver eligibility screening by requesting, tracking, and documenting motor vehicle/DMV driving records.
• Coordinate the Minors on Campus program, including program registrations, training background checks, and compliance documentation.
• Provide customer service to University departments, external vendors, and insurance agents.
• Support data quality and reporting functions.
• Assist with special projects as assigned.

• Basic knowledge of administrative office practices, records management, data entry, document tracking, and customer service in a professional office environment.
• Proficiency with standard office technologies, including Microsoft Office applications, spreadsheets, email platforms, document management systems, and web-based data tools.
• Strong attention to detail, organizational skills, and the ability to maintain accurate records, monitor deadlines, follow established procedures, and handle multiple priorities.
• Ability to learn and apply University policies, procedures, and risk management processes related to certificate of insurance tracking, driver authorization, Minors on Campus compliance, incident documentation, and RMIS/Origami Risk data entry and maintenance.
• Ability to communicate professionally with University departments, vendors, students, employees, and external parties; respond to routine inquiries; route matters appropriately; and maintain confidentiality when handling sensitive records or risk management information.
• Ability to demonstrate a high level of accuracy in entering, reviewing, updating, and reconciling information within databases and tracking systems.
• Ability to identify missing or inconsistent information, follow up with appropriate stakeholders, and elevate issues as needed.
• Capable of preparing and formatting professional communications and conducting basic quality reviews of emails, agendas, memoranda, and reports.
• Ability to demonstrate sound judgment, reliability, professionalism, and the ability to work both independently and as part of a team.
• Ability to support compliance-oriented processes, maintain organized files, assist with reporting, and provide consistent administrative support to the University Risk Management.

Experience – Basic experience providing administrative, records management, data entry, formatting professional communications and…