Description:Salary and Benefits
The starting salary will be between $3,600.00/month and $4,496.00/month.
Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 13 paid holidays, one personal holiday and tuition fee waiver.
For more information on the benefits program, please visit https://www.csueastbay.edu/hr/benefits/index.html About Cal State East Bay
Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). With an enrollment over 15,800 students, Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability. About the Position
Under the supervision of the Director of Risk Management and with direction from the Director of Environmental, Health & Safety, the position will provide general administrative support to departmental staff. Responsibilities
Provide Administrative Support to Risk Management and Internal Control
Department Budget Analysis:
- Maintain, update, and track department financial transactions on PeopleSoft and Data Warehouse.
- Reconcile department invoices, credit card purchases, and contracts.
- Maintain department contracts by completing annual updates, creating, and tracking associated Purchase Orders.
- Compile monthly budget reports.
- Update Risk Management websites as necessary.
- Work with IT when necessary on Complaint page updates.
Provide general office assistance to staff including but not limited to:
- Copies, faxes, files
- Prepare and mail letters and packages.
- Prepare and track work orders.
- Purchase and order department supplies.
- Answer department telephone and direct call to appropriate staff.
- Take notes at meetings and transcribe them into minutes as requested.
- Assist with preparing and reviewing department documents, for example, correcting document spelling, simple grammar, and formatting.
Serve as liaison between departments, assist in the development and completion of projects and attend routine administrative matters as it pertains to Risk Management.
Support Director of Risk Management
- Support Director of Risk Management with confidential matters.
- Provide administrative support on legal case management, establish and maintain files, supply documentation to parties and attorneys.
- Assist as needed with claims and litigations against the University. Including tracking outside attorneys and yearly claims amount for annual financial audits.
- Conduct research, collect pertinent information and/or confer with involved individuals regarding projects/programs, provide requesting information and compile data as directed by the Director of Risk Management.
- Coordinate the various insurance program activities (policy renewal, certificates of insurance, property schedules, etc.) for the University with the exception of international health insurance.
- Report automobile damage to the Office of Risk & Insurance Management ensuring employees complete the State Accident Report Form (STD 270) on a timely basis.
- Process Foreign Travel insurance for faculty, staff, and students traveling abroad on university sponsored programs requests for approved activities.
- Manage insurance database and certificates including property schedules, automobile schedules, SPLIP/SafeClip, and special events.
Protection of Minors Program:
- Coordinate the Protection of Minors (POM) program activities and inform departments of the POM requirements.
- Assist departments with registration, consent and release forms, campus volunteer forms for the bringing minors to the University.
- Assist in providing the requisite protection of minors training to faculty and staff working with minors.
- Assist with the reporting of any situations of concerns or complaints to the Risk Management, UPD and other appropriate departments.
Support Director of EHS:
- Process invoices and purchase orders.
- Coordinate and track occupational health exams for Facilities Management, UPD, and IT staff.
- Work with the Science and Art department to track safety training for students.
- Track EHS training as requested.
- Track and follow-up with Facilities Management to ensure emergency showers/eyewashes are inspected monthly.
- Assist track monthly inspections of fire extinguishers. Follow-up with applicable departments and work with vendors to correct any issues observed.
- Switch out monthly dosimeter badges for Kinesiology and send badges to the lab for analyses.
- Switch out electrical safety gloves and send them to the lab for retesting.
- Place safety shoes orders for FM staff as requested.
- Track and send out IH equipment for calibration.
- Ability to handle multiple tasks.
- Strong organizational skills.
- Good verbal and written communication skills.
- Knowledge of Microsoft Office.
Requires a 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. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a 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. Preferred Skills and Knowledge
Condition(s) of Employment
- Bachelor's Degree or 1-3 years of relevant work experience.
Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.
All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department. EEO Statement
As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body. Other Information
All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website at http://www.csueastbay.edu/smokeandtobaccofree/
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, the Cal State East Bay Annual Campus Security Report is available at: http://www.csueastbay.edu/upd/safety-and-security-reports.html Sponsorship
Cal State East Bay is not a sponsoring agency for Staff or Management positions. Mandated Reporter
The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.
Closing Date/Time: Open until filled