Description: EHSRM Coordinator(Administrative Support Coordinator II)Apply Today! Open until filled. Application Screening Begins: June 21, 2022
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, California State University, Monterey Bay
(CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives through a focus on student success and engagement through project-based learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. CSUMB is both a Minority Serving Institution (MSI) and an Hispanic Serving Institution (HSI) and has a vibrant, diverse student body of over 7,600 students.
The university's Strategic Plan
prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB's sustainability initiative is to be carbon neutral by 2030. The university's faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below market rate campus housing and competitive salaries for faculty and staff. PURPOSE :
Under the general supervision of the Director for Environmental Health, Safety & Risk Management (EHSRM), the EHSRM Coordinator is responsible for providing office support to maintain the administrative objectives of the EHSRM department. The incumbent works independently under general direction from EHSRM specialist staff to provide administrative support and coordination of programs administered by the department. These programs include: enterprise risk management, insurance coordination, environmental health, occupational safety, business continuity, and emergency operations support. The EHSRM Coordinator will provide support and coordination for large scale, complex projects with broad, visible impact involving coordination with other departments. The EHSRM Coordinator will initiate, execute, coordinate, implement and evaluate projects as delegated, and will serve as a safety and risk liaison to committees. ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following :
- Administrative Support Coordination Functions
Coordinate administrative work for EHSRM programs with limited supervision. Assist with response to audits, inspections, risk assessments, and other regulatory oversight reports. Independently apply budget policy and procedures related to unit financing and individual purchasing credit card responsibilities and reporting. Route important paperwork to campus administrators for signatures. Development and improvement of electronic, paperless, fill-in forms, and workflow systems. Update webpages and online materials. Write/review reports, memos, letters, email, etc. Independently plan agendas, conduct meetings, draft minutes, retain records, and communicate to attendees. Manage calendars, schedule meetings, and respond to meeting requests. Coordinate record retention, databases, shared drives/files for EHSRM programs. Will coordinate office space organization, hygiene, dusting, surface cleaning, straightening, moving materials, and storage. Assists with budget, travel, office supplies, record management and other support for staff in the department, as needed. Regularly assists with handling sensitive and confidential issues including communications with diverse constituents of the university community. Provide lead direction to student assistants.
- Business Continuity Support
Assist and provide support as needed for testing, training and exercises related to business continuity planning and the continuity of operations plan. Provide support for Emergency Operations Center (EOC) functions. Provide administrative and clerical support for BCP plan systems (i.e.; OtterReady).
- Environmental Health & Occupational Safety Support
Assist and provide support as needed for safety training, registration, scheduling, set-up, record keeping, and learning management system support. Prepare audio/visual set up for training sessions, meetings, etc. Coordinate EH&S record retention, safety plan and program document updates. Provide administrative and clerical support for EH&S programs including injury and illness prevention, hazardous materials management, lab safety, RSS systems, respiratory protection, AEDs, first aid materials, infectious disease prevention, ergonomic evaluations, inspections, etc.
- Risk Management and Insurance Support
Assist and provide support as needed for risk and insurance record retention through use of technology systems (i.e.; Adobe, MyCOI, Google suite, etc.). Provide administrative and clerical support as needed for risk programs, policies and procedures including driving on university business, youth protection, special events, cart safety, food and alcohol safety, facility use, international travel, release of liability waivers, insurance waivers, annual insurance premiums, etc. Other Functions :
KNOWLEDGE, SKILLS AND ABILITIES :
- Participates in training or professional development opportunities, memberships, education and outreach tabling events, conferences and meetings to increase risk management, EH&S, business continuity, and CSU knowledge and pertinent skills.
- Perform other job-related duties and special projects as assigned.
Must be fully functional in all technical aspects of work assignments. Comprehensive and detailed knowledge of applicable university infrastructure, policies and procedures. Thorough mastery of English grammar, spelling, punctuation and editing. Working knowledge of budget policies and procedures. Expertise in using office software packages, technology, and systems.Ability to:
independently handle multiple work unit priorities and projects; interpret and apply independently a wide variety of policies and procedures, and use judgment and discretion to act when precedents do not exist; troubleshoot most office administration problems and respond to all inquiries and requests related to assigned functions; understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; analyze operational and procedural problems and develop, recommend and evaluate proposed solutions; perform business math, analyze budgetary data, and make accurate projections requiring some inference; effectively write and present own reports; effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; and use negotiation and persuasion skills to achieve results and expedite projects. MINIMUM QUALIFICATIONS :
Fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Thorough knowledge of English grammar, spelling, and punctuation and the ability to clearly communicate orally and in writing. Knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite. These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience. SPECIALIZED SKILLS :
Knowledge of federal, state and CSU regulations related to risk, insurance, environmental health, occupational safety, and business continuity including: ICSUAM, Executive Orders, and CSURMA. Experience in project management. Proficient in the use of personal computers including word processing, spreadsheet and database software. PREFERRED QUALIFICATIONS :
Experience working in higher education. General knowledge of computer software and applications in the risk, safety and insurance fields (i.e.; Risk and Safety Solutions software modules). Technical fluency with Oracle/PeopleSoft, CSU Common Management System or equivalent information system, SumTotal LMS, Microsoft Office Professional Suite, and Google G Suite. SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS :
PHYSICAL ENVIRONMENT :
- All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
- The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
- This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
- This position has been designated as a sensitive position with access to, or control over, cash, checks, credit cards, and/or credit card account information; access to controlled or hazardous substances; access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards; responsibility for operating commercial vehicles, machinery or equipment that could pose environmental hazards or cause injury, illness, or death
- This position is required to comply with confidentiality requirements outlined in the Department of Education's Family Educational Rights and Privacy and California's Educational Code Chapter 13 regarding sensitive student issues.
- Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.
- May require occasional evenings and/or weekend work.
Must participate in all OSHA and University safety programs, as required, and follow all work safety guidelines. Involves working in an environment where chemicals, including organic solvents; compressed gases; biological materials; glass and other sharps may be present. Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time; be available for on-call assignments or alternate work schedule, including nights and/or weekends; be able to wear a negative pressure respirator; and travel between campus offices and off-campus locations. POSITION INFORMATION :
- Type of Appointment: Full-Time, Probationary
- Collective Bargaining Unit: Clerical & Administrative Support Services (CSUEU)
- Anticipated Campus Hiring Salary: Low $4,000's/month
- CSU Salary Range
- FLSA Status: Non-Exempt
CSUMB offers a premium benefit package that includes outstanding vacation, health, dental & vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (CalPERS); and 14 paid holidays a year. For more information, visit: CSU Benefits R07
. Additionally, University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability, visit: Employee Housing. APPLICATION PROCEDURE :
For full consideration, applicants must complete the required online application prior to the priority screen date found at csumb.edu/jobs
. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned. CSUMB is not a sponsoring agency for staff or management positions.
Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389. All employees must be eligible for employment in the U.S. GENERAL INFORMATION :
CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at: https://csumb.edu/clery
CSUMB is a smoke and tobacco-free campus. AFFIRMATIVE ACTION / EQUAL OPPORTUNITY EMPLOYER :
CSUMB is an Equal Opportunity Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.
Closing Date/Time: Open until filled