Administrative Associate

Title: Administrative Associate

Division: Finance and Administration

Department: Procurement

FLSA Status: Non-Exempt

Salary Range: Grade 6: $14.56/hour

EEO Job Group: 5 E6

Position Summary

Provide administrative support to the Assistant Director of Risk Management for a wide range of assignments related to Risk Management including, but not limited to, insurance and claims and renewals for general liability, property/casualty, auto, inland marine, various accident policies; assist director with administration of vehicle safety policy and Authorized Driver process. Serves as first point of contact for general liability and auto insurance claims. Also serves as initial point of contact for issuing and receiving certificates of insurance, clinical agreements and waivers. Maintains accurate and complete risk management records and databases.

Duties/Responsibilities 

• Interact with, and most often serve as a liaison and first point of contact between the University and various insurance carriers that provide coverage for the University. Also, typically, serves as initial contact for internal University customers for Risk Management.
  
  
• With direction from Assistant Director, coordinate the annual renewals of the various insurance policies and complete all documentation to meet designated broker deadlines.
  
  
• Maintain Internation Travel spreadsheet for employee only, faculty led (faculty/employee and student(s)), and student only trips for insurance renewal purposes.
  
  
• Coordinate and maintain records of all University property/casualty insurance policies including but not limited to: commercial property, inland marine, crime, general liability, educators legal liability, business auto, international coverage, workers compensation insurance, cyber, pollution, builders risk insurance, medical professional liability insurance for clinics and students, excess accident medical insurance for intercollegiate athletics, club sports, field trip insurance, summer camp and volunteer.
  
  
• Produce annual standing purchase orders for the various insurance premium payments to insurance broker.
  
  
• Review insurance related invoices for discrepancies and allocations from insurance suspense account.
  
  
• Create reports for insurance allocations to charge other departments within the University.
  
  
• Maintain database containing records and values of all buildings and property owned by the University, USI Foundation, New Harmony and SIHE Holdings LLC for property insurance purposes.
  
  
• Oversee and maintain the Authorized Driver process and monitoring systems to ensure accuracy and compliance with university policies, including the delivery and tracking of vehicle safety policy training for employees, students, and volunteers identified as potential drivers.
  
  
• Oversee the administration of the Mother Vehicle Record (MVR) process in collaboration with external vendor.
  
  
• Communicate driver eligibility results and related information to university faculty and staff across multiple organizational levels.
  
  
• Maintain a system of record keeping for all USI vehicles including titles, leases, and tracking added/deleted vehicles for University owned and leased vehicles. Coordinate and track all vehicle safety recall notices for university owned and leased vehicles.
  
  
• Maintain the automobile self-insurance account and coordinate the gathering of incident and accident reports for claims filing, the collection of estimates and the processing of payments of invoices for accidental damage repairs to USI motor vehicles. Report and facilitate all auto insurance claims for University departments except for Enterprise rented automobiles.
  
  
• Maintain, review and process certificates of insurance to be issued by the University which can include interaction with insurance broker; additionally, maintain, review and process certificates of insurance issued to the University by vendors and service providers.
  
  
• Coordinate or make the necessary revisions, maintenance updates and any other requirements for the Risk Management website; additionally, facilitate same for any Risk Management references on other department web pages.
  
  
• Facilitate the review and tracking of clinical agreements for University departments through maintenance of a centralized database, reviewing agreements, and conducting follow-ups to confirm completion.
  
  
• Reviews all incident reports, including first report of injury for employees, and enters data into Excel and Access spreadsheets for c