Risk Management Assistant

Risk Management Assistant Job Description

Under the direction of the Human Resources & Risk Manager, assists with the operations of the Risk Management program to include Associated Students’ contracts, liability insurance program, training and development, safety program, records retention, DMV pull program, and various other risk management functions.

ESSENTIAL DUTIES & RESPONSIBILITIES 

Primary Functions

  • Drafts, Aztec Student Union Board and Aztec Nights contracts to ensure compliance with A.S. standards under supervision of Human Resources & Risk Manager
  • Ensures proper requests are submitted according to A.S. procedures to process Aztec Student Union Board and Aztec Nights payments for vendors
  • Drafts other various contracts under supervision of Human Resources & Risk Manager
  • Enrolls full- and part-time employees in trainings and tracks completions of trainings. Ensures trainings are completed in a timely manner and follows up on incomplete trainings
    • Communicates with training software specialists when issues arise
  • Receives and tracks certificates of insurance and endorsements from vendors
  • Assists with the tracking of current agreements, ensuring renewals are completed in a timely manner, and communicating upcoming renewals to area directors well in advance
  • Assists in the management of the DMV Pull Program, ensures drivers are added/deleted as appropriate, ensures proper documentation is on file and tracks enrollments. Forwards questionable records to supervisor for processing
  • Ensures maintenance of organization's contract files by documenting deadlines for renewals and ensuring copies of fully executed agreements and current insurance certificates are maintained on file
  • Ensures the adherence to the A.S. records retention and destruction schedule, including updates as needed, training of employees and communicating reminders for destruction
  • Assists with Public Records Act requests as needed
  • Maintains A.S. confidential emergency contact list and distributes to A.S. and University contacts
  • Assists staff in the planning and programming of A.S. staff events
  • Assists in the review and filing of non-employee injury and/or accident reports
  • Assists, when back up is needed, in the maintenance of the master safety training list for A.S. tracking all departmental and A.S.-wide trainings. Ensures area managers provide training information for tracking
  • Serves as backup to the Human Resources Assistant as necessary
  • Performs other duties, responsibilities and projects as assigned

Administration

  • Assists in the maintenance of registration and certificate of ownerships on all corporate vessels, vehicles and trailers. Processes DMV renewals and coordinates SMOG inspections with areas as needed
  • Works with Accounting department to ensure all Business Services fixed assets are maintained and controlled
  • Works with Aztec Student Union and/or Viejas Arena to books meeting rooms as needed
  • Assists in booking travel and completing necessary travel forms as needed and when back up is needed

Customer Service and Collaboration

  • Establishes and maintains working relationships with various A.S. departments
  • Establishes and maintains working relationships with event vendors, performers and students

Safety

  • Ensures all operations are conducted with safety of staff and customers as first priority, and in accordance with the Injury and Illness Prevention Plan and other safety policies
  • Adheres to Associated Students’ Code of Safe Practices
  • Assists with the scheduling and preparation of Quarterly Safety Committee meetings and annual Safety Day including room reservations, agenda creation and calendar invites
  • Collects meeting sign-in logs from Human Resources & Risk Manager to electronically file
  • Reports accidents to supervisor and reviews changes required to avoid reoccurrence
  • Ensures completion of proper documentation is completed for each accident (employee and/or non-employee) and forwards to supervisor
  • Reports maintenance problems and/or broken and unsafe equipment to the appropriate party immediately

QUALIFICATIONS

Minimum & Preferred Requirements

Education:

  • Must be currently enrolled at San Diego State University, taking a minimum of 6 units
  • Preferred candidate will be a returning student for at least one additional school year
  • Preferred candidate is a Human Resources Management major

Experience:

  • Two years of experience in general office/clerical work preferred

PERFORMANCE EXPECTATIONS

  • Capable of maintaining positive working relationships with staff and customers
  • Must be able to exercise tact and exhibit sound professional judgment
  • Strong organizational skills required. Must be able to follow oral and written directions and follow projects through to completion
  • Must be able to work with confidential items and understand the importance of confidentiality in project work
  • Must be professional and courteous at all times
  • Must be able to work well with different work styles
  • Must be able to work efficiently and show initiative
  • Must be able to work independently and on multiple projects

KNOWLEDGE, SKILLS & ABILITIES

  • Excellent interpersonal skills; ability to relate and communicate effectively with a diverse population of students, staff, faculty, colleagues and guests
  • Must have strong English language skills and the ability to read, write and verbally communicate at a level appropriate to the duties of the position
  • Ability to operate a computer, proficiency with Microsoft Office Suite (i.e. Word, Excel, PowerPoint) and ability to learn and utilize new software programs
  • Ability to gather and organize data, draw logical conclusions and discern implications
  • Well organized, ability to effectively multi-task, ability to prioritize work, problem solve, make decisions and meet scheduled deadlines under pressure
  • Ability to maintain high level of confidentiality
  • Ability to handle multiple tasks simultaneously

SCHEDULE & WORKING CONDITIONS

This is a part-time (20 hours/week), position with expected hours to be worked during business hours of Monday through Friday, 8 a.m. to 4:30 p.m.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

General office environment. Work is generally sedentary in nature, but may require standing and walking around campus. The working environment is generally favorable. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position requires the individual to spend long hours sitting and using office equipment and computers. This person will also spend time filing and have to do some lifting of supplies and materials from time to time, including banker boxes and files.

RELATIONSHIPS

Inside the Organization:

  • Reports to the Human Resources & Risk Manager
  • Works closely and collaborates with HR Manager and HR Assistant(s)
  • Works closely with HR Team including Human Resources Director, Payroll & Benefits Manager, Payroll Supervisor and Payroll Assistant(s)
  • Works closely with Aztec Student Union Programs Coordinator and Program Assistants
  • Works closely with Aztec Nights Event Programmers
  • Interacts with the Accounting department
  • Interacts with A.S. Management and Safety Committee
  • Interacts with Office Supervisors/Payroll Liaisons

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered this position with Associated Students. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current Associated Students employees who apply for the position.