Administrative Support Specialist, Safety & Risk Management

Title: Administrative Support Specialist, Safety & Risk Management

Position Number: 998004

Unit/Department: University Administration

FTE: Full-time

Salary: Commensurate with experience and qualifications of the selected candidate 

Department Summary:

The Drake University Core Values define how we interact with each other, while the Drake mission and inspiration serve as the guideposts for our daily work and future planning. We offer four weeks of vacation plus holidays and sick leave. Employees and their dependents are eligible for tuition benefits as well as traditional health, dental, and vision coverage.

Job Summary:

This position plays a key role in supporting Drake University’s risk, safety, occupational health, and insurance programs. Reporting to the Chief Administration Officer and the Director of Environmental, Health and Safety, the role maintains records, supports key processes, and monitors expenditures. The position collaborates with academic units, student organizations, and administrative departments across campus to manage and oversee risk management activities.

The ideal candidate enjoys managing diverse responsibilities simultaneously while looking for ways to improve processes and solve problems.

Minimum Qualifications:

• High School or GED
• 2+years relevant work experience

Preferred Qualifications:

• Associate’s or bachelor’s strongly preferred
• Experience with general office accounting functions such as submitting invoices, monitoring budgets, and tracking expenses
• Experience supporting insurance, risk, safety, or environmental compliance programs preferred
• Skills and Abilities
  • Strong organizational and records management skills
  • Ability to manage multiple priorities and deadlines simultaneously
  • Excellent written and verbal communication skills
  • Critical thinking and independent problem-solving ability
  • Strong relationship-building skills across departments
  • Proficiency in Microsoft Office Suite, with strong Excel abilities
  • Ability to learn and adapt to changing priorities and a fast-paced environment
• Professional Attributes
  • High level of integrity and sound judgment
  • Proactive and solution-oriented mindset
  • Strong attention to detail
  • Ability to work independently while supporting institutional leadership

Job Duties:

• 20% - Insurance Coordination & Risk Management:
  • Coordinate the collection and tracking of information and data necessary to maintain the University’s insurance coverage.
  • Oversee the collection and tracking of certificates of insurance.
  • Monitor compliance with driver authorization requirements, maintain accurate records of authorized drivers, and communicate with departments regarding ongoing driving obligations.
  • Manage and maintain departmental websites.
• 20% - Student Travel and Safety Programs:
  • Facilitate the pre-approval processes for domestic student travel, summer camps, and on-campus student life activities. Communicate with departments about what is needed for such processes and maintain records of all related activities.
  • Assist the Director, Environmental Health & Safety with risk mitigation processes and monitoring of EHS programs.
• 20% - Budget and Office Management:
  • Manage the budget process for the Chief Administration Officer and the Director, Environmental Health and Safety.
  • Process invoices and track expenses to ensure alignment with approved budgets.
  • Submit invoices for payment and liaison with accounting on related matters.
  • Oversee vehicle registration and gas card issuance for the university fleet.
  • Organize and maintain departmental documentation.
• 20% - Environmental Health and Safety (EHS) Program Coordination:
  • Coordinate and assist with scheduling, note taking, and communicating with the University Safety Committee.
  • Ensure records are kept for EHS required training and monitor training completion.
  • Assist the Director, EHS with chemical inventory, waste pick up, disposal and related tasks including coordinating pick up with third-party vendor.
  • Maintain inventory for safety equipment.
• 15% - Workers’ Compensation Coordination and Recordkeeping:
  • Assist with tasks associated with workers’ compensati